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Welcome
Article • 07/11/2023
Make every word matter
Welcome to the Microsoft Writing Style Guide, your guide to writing style and
terminology for all communication—whether an app, a website, or a white paper. If you
write about computer technology, this guide is for you.
Today, lots of people are called upon to write about technology. We need a simple,
straightforward style guide that everyone can use, regardless of their role. And it needs
to reflect Microsoft's modern approach to voice and style: warm and relaxed, crisp and
clear, and ready to lend a hand.
Here's what you will find in the Microsoft Writing Style Guide:
Top 10 tips for mastering Microsoft style and voice
Bias-free communication
Global communications
We welcome your feedback about the Microsoft Writing Style Guide. Contact us at
[email protected].
© 2023 Microsoft. All rights reserved.
What's new?
Article • 11/15/2023
This table shows a history of recent updates to the Microsoft Writing Style Guide.
Date Article Change
November enable, enables Updated guidance to avoid use of enable, provided links
15, 2023 to related topics.
November percent, percent sign Streamlined guidance, removed examples to focus on
15, 2023 (%), percentage exception to the percent rules.
November Windows 10, Windows Updated guidance and title to reflect the deprecation of
15, 2023 11 Windows 7 and 8.
June 20, Accessibility terms Updated guidance concerning neurodiversity.
2023
June 6, Bluetooth Updated guidance to use registered trademark symbol on
2023 first mention.
May 22, disable, disables Changed topic title to separate out functionality from
2023 (functionality) accessibility meaning. Updated guidance to suggest
alternatives for functionality. Provided an exception for
admin use cases.
May 22, disabled (person) Changed topic title to separate out functionality from
2023 accessibility meaning. Updated guidance to reflect
people-first language is preferred, but not always
required if context is provided.
May 22, turn on, turn off Updated guidance to suggest as a replacement for
2023 enable, disable.
February Accessibility terms Updated guidance to align with Accessibility (nuanced
22, 2023 discussion of identity-first language); created new table of
examples; adopted new table formatting for screen-
reader compatibility.
February objectives and key Created new topic.
22, 2023 results (OKR)
February key result (KR) Created new topic.
22, 2023
February key performance Created new topic.
22, 2023 indicator (KPI)
Date Article Change
October 18, Formatting text in Clarified the guidance on using dialog.
2022 instructions
June 24, Date and time terms Reverted guidance (removed mention of ratio symbol in
2022 clock time).
June 24, Colons Reverted guidance (removed mention of ratio symbol in
2022 clock time).
June 24, Nouns and pronouns Added guidance regarding capitalization of proper nouns;
2022 added link to Person section for discussion of using
pronouns in product UI.
June 24, Person Revised guidance to move away from first-person singular
2022 pronouns (with one notable exception when
distinguishing ownership of content in shared visual
space); updated examples for use of first- and second-
person pronouns to reflect more use cases in UI; added
guidance about pronouns in AI-generated content.
May 13, Lists Added another example of a bulleted list. Expanded the
2022 Exception and added examples to address gaps in
guidance regarding lists that do not complete an
introductory phrase, but whose items are all short,
complete sentences.
May 13, Periods Added link to Lists topic in guidance.
2022
May 13, Numbers Added new section on phone numbers.
2022
May 13, phone, phone number Changed title of topic to include "phone number."
2022 Revised guidance to include mobile phones and to
address phone number formatting.
December Cloud-computing Revised guidance to terms in the cloud-computing
15, 2021 terms collection.
December SQL, SQL server Revised guidance to use the article "a" with SQL and
9, 2021 updated examples.
August 26, multi- Added multicloud exception to guideline.
2021
August 26, touch-sensitive Added new topic.
2021
August 25, Bias-free Added inclusive language section.
Date Article Change
2021 communication
August 12, colons Updated guidance on use of colons in clock time.
2021
August 11, numbers Replaced colons with ratio symbols.
2021
August 10, date and time terms New section on clock time.
2021
May 31, workstream New guidance on spelling and use.
2021
May 31, wellbeing New guidance on spelling and use.
2021
April 30, invite New topic.
2021
April 30, dark mode New topic.
2021
April 30, SMB New topic.
2021
March 31, bits and bytes Updated guidance on when to abbreviate certain terms.
2021
March 31, dialog box, dialog, Updated guidance on use.
2021 dialogue
March 29, check, checkbox, Updated guidance on use.
2021 check mark
March 26, dropdown Updated guidance on spelling and use.
2021
March 16, Welcome page Updated Welcome page.
2021
January 15, blacklist Updated guidance on spacing for alternative term,
2021 blocklist.
January 15, environment variable Updated topic guidance.
2021
January 15, whitelist Updated guidance on spacing for alternative term,
2021 allowlist.
Date Article Change
November Accessibility terms Updated topic to include guidance on using words such
24, 2020 as "see", "read", and "look".
November global Updated guidance wording to be more clear.
24, 2020
November URLs and web Updated example in References to specific sites and
24, 2020 addresses domains section.
November worldwide vs. Updated topic's wording and added example.
24, 2020 international
August 4, Bias-free Updated guidance regarding unconscious racial bias and
2020 communication associated examples.
August 4, blacklist Updated guidance regarding usage and examples.
2020
August 4, master/slave, Updated topic name, guidance, and examples.
2020 master/subordinate
August 4, whitelist Updated guidance regarding usage and examples.
2020
June 30, above Updated guidance by replacing hyperlink with link.
2020
June 30, below Updated guidance by replacing hyperlink with link.
2020
June 30, destination Updated guidance by replacing hyperlink with link.
2020
June 30, earlier Updated guidance by replacing hyperlink with link.
2020
June 30, Formatting Updated guidance by replacing hyperlink with link.
2020 punctuation
June 30, hot link Updated guidance by replacing hyperlink with link.
2020
June 30, hot spot, hotspot Updated guidance by replacing hyperlink with link.
2020
June 30, jump Updated guidance by replacing hyperlink with link.
2020
June 30, later Updated guidance by replacing hyperlink with link.
2020
Date Article Change
June 30, navigate Updated guidance by replacing hyperlink with link.
2020
June 30, shortcut, shortcut Updated guidance by replacing hyperlink with link.
2020 menu
April 29, Describing alternative Updated example.
2020 input methods
April 29, either/or Updated example.
2020
April 29, Formatting text Revised table. Clarified wording for Dialogue boxes entry.
2020 instructions
April 29, mixed reality, mixed- Updated topic; removed acronym guidelines.
2020 reality
April 29, pane Added guidelines regarding preposition use; "Use the
2020 preposition on when referring to the contents of a pane."
March 31, Capitalization Added guidance for hyphenated compound words
2020
March 31, Hyphens Updated list of examples.
2020
March 31, later Updated list of examples.
2020
March 31, multifactor Added guidance for multifactor authentication.
2020 authentication
March 31, Nouns and pronouns Added guidance for they.
2020
March 31, Numbers Updated guidance on comma usage.
2020
March 31, runs vs. runs on Updated list of examples.
2020
March 31, Units of measure Updated examples on Speed frequency. Also updated
2020 terms comma exceptions and examples.
September Mouse and mouse Added guidance for scroll.
21, 2019 interaction term
collection
Date Article Change
September Start button, Start Updated the guideline for when to use bold formatting
21, 2019 menu for Start.
September Describing Deleted press and hold. Clarified that select and hold is the
21, 2019 interactions with UI correct term to use to describe pressing and holding a UI
element. Added examples.
September Numbers Added guidelines for using K, M, and B as abbreviations
18, 2019 for thousand, million, and billion.
September Microsoft Added a guideline about when to include Microsoft in
17, 2019 references to product names.
September Bias-free Clarified and expanded the guidelines for gender-neutral
13, 2019 communication writing.
August 16, registry, registry Updated the examples.
2019 settings
August 8, author Expanded this topic to say don't use author as a verb
2019 when you mean in general "to make something." Use a
more precise verb.
August 8, Code examples Clarified the approach to creating code examples,
2019 including planning for and writing. (No change to the
guidelines themselves.)
August 8, Formatting developer Added updated examples and fixed some errors.
2019 text elements
August 8, Reference Updated contents. Updated and added more examples.
2019 documentation
July 25, Describing Clarified the use of select and enter in describing user
2019 interactions with UI actions in instructions. Added examples.
June 27, and so on Clarified that these terms shouldn't be used. Added
2019 examples of alternative wording.
June 27, sign in, sign out Added sign into and log into to the list of terms that
2019 shouldn't be used. Updated the examples.
May 28, "appears, displays" Deleted these topics from the A–Z word list. Microsoft
2019 and "displays, style no longer makes a recommendation for these terms.
appears"
May 28, hard-code, hard- Renamed the "hard-coded" topic so that the guideline
2019 coded, hard-coding applies to the additional word forms.
Date Article Change
May 28, passwordless Added a topic to the A–Z word list.
2019
May 6, Names and contact Added global considerations for content that addresses
2019 information the customer by name, such as in email or the product UI.
April 4, Date and time term Added guidelines for abbreviating days of the week.
2019 collection Changed the guideline for month abbreviations to say
don't use a period.
April 1, mixed reality, mixed- Added a topic to the A–Z word list.
2019 reality
April 1, fail over, fail back, Added a topic to the A–Z word list.
2019 failover, failback
April 1, single sign-on (SSO) Added a topic to the A–Z word list.
2019
March 11, Commas Added guidelines for when to use a comma in a series of
2019 two or more adjectives that precede a noun.
February Computer and device Added guidelines for using desktop as a hardware term.
28, 2019 term collection Updated the guidelines for computer, PC, machine, and
other device terms.
February blade Clarified what the UI element called a blade is. Deleted
27, 2019 the guideline to define blade on first mention.
February AI and bot term Changed the name from "Bot term collection." Updated
22, 2019 collection the guidelines for bot, chatbot, virtual agent, and AI.
Added new guidelines for the terms
intelligent/intelligence and Microsoft AI.
February 1, Formatting developer Clarified the guideline for how to format UI text and
2019 text elements updated the examples.
February 1, Formatting common Clarified the guidelines for how to format error messages
2019 text elements and UI text and how to refer to error messages in text.
Updated the examples.
February 1, Formatting text in Added guidelines for how to refer to palettes and toggles
2019 instructions when they're referenced in instructions.
February 1, toggle Clarified the guideline for how to refer to toggle keys and
2019 switches.
February 1, palette Clarified the guideline for how to refer to palettes and
2019 updated the examples.
Date Article Change
January 18, Internet of Things Added a topic to the A–Z word list.
2019 (IoT)
December toggle Updated the guidance for using switch, turn on, and turn
12, 2018 off when describing actions involving toggle switches and
toggle keys. Added examples.
November Mouse and mouse Updated the guideline to say that hover over is an
27, 2018 interaction term acceptable alternative to point to and that hover is OK as
collection an adjective. Added examples.
November drill down, drill up, Added a topic to the A–Z word list.
26, 2018 drill through
November avg Added a topic to the A–Z word list.
26, 2018
November e.g. Updated to say that for example, such as, and like are all
8, 2018 OK to use instead of e.g.
November Formatting text in Changed the guideline for key names, combinations, and
7, 2018 instructions sequences to say don't put a space around the plus sign
(+) in keyboard shortcuts. Also, use bold formatting for
key names and keyboard shortcuts when they appear in
instructions.
October 6, Tables Clarified that a table must have two or more rows and
2018 two or more columns. Otherwise, use a list.
October 4, Mouse and mouse Changed the guideline to say that mice is the preferred
2018 interaction term plural of mouse, not mouse devices.
collection
September org, organization Added a topic to the A–Z word list.
11, 2018
September company vs. Added a topic to the A–Z word list.
11, 2018 organization
September e-sports Added a topic to the A–Z word list.
10, 2018
Microsoft's brand voice: Above all,
simple and human
Article • 10/18/2022
There’s what we say, our message. And there’s how we say it, our voice.
What do we mean by voice?
The Microsoft voice is how we talk to people. It’s the interplay of personality, substance,
tone, and style.
Though our voice is constant regardless of who we’re talking to or what we’re saying, we
adapt our tone—from serious to empathetic to lighthearted—to fit the context and the
customer's state of mind.
Three voice principles
Our voice hinges on crisp simplicity. Bigger ideas and fewer words. Less head, more
heart.
Our voice is:
Warm and relaxed—We’re natural. Less formal, more grounded in real, everyday
conversations. Occasionally, we’re fun. (We know when to celebrate.)
Crisp and clear—We’re to the point. We write for scanning first, reading second.
We make it simple above all.
Ready to lend a hand—We show customers we’re on their side. We anticipate their
real needs and offer great information at just the right time.
A focus on the customer
Talking to our customers in a way that’s warm and relaxed, crisp and clear, and ready to
lend a hand reflects our commitment to empowering people to achieve more.
Style tips
A few key elements of writing Microsoft’s voice:
Get to the point fast. Start with the key takeaway. Put the most important thing in
the most noticeable spot. Make choices and next steps obvious. Give people just
enough information to make decisions confidently. Don’t get in the way.
Talk like a person. Choose optimistic, conversational language. Use short everyday
words, contractions, and sentence-style capitalization. Shun jargon and acronyms.
And never miss an opportunity to find a better word.
Simpler is better. Everyone likes clarity and getting to the point. Break it up. Step it
out. Layer. Short sentences and fragments are easier to scan and read. Prune every
excess word.
Get started
For more quick techniques, check out the Top 10 tips for Microsoft style and voice.
Remember that writing is a skill. If writing isn't a functional role your team has, consider
bringing in expert help.
Top 10 tips for Microsoft style and voice
Article • 05/09/2023
Use bigger ideas, fewer words
Our modern design hinges on crisp minimalism. Shorter is always better. To learn more,
see Brand voice.
Example
Replace this: If you're ready to purchase Office 365 for your organization, contact your
Microsoft account representative.
With this: Ready to buy? Contact us.
Write like you speak
Read your text aloud. Does it sound like something a real person would say? Be friendly
and conversational. No. Robot. Words. To learn more, see Brand voice.
Example
Replace this: Invalid ID
With this: You need an ID that looks like this: [email protected]
Project friendliness
Use contractions: it’s, you’ll, you’re, we’re, let’s. To learn more, see Use contractions.
Example
Replace this: To help you avoid traffic, remember anniversaries, and in general do more,
Cortana needs to know what you are interested in, what is on your calendar, and who
you are doing things with.
With this: To help you avoid traffic, remember anniversaries, and in general do more,
Cortana needs to know what you’re interested in, what’s on your calendar, and who
you’re doing things with.
Get to the point fast
Lead with what’s most important. Front-load keywords for scanning. Make customer
choices and next steps obvious. To learn more, see Scannable content.
Example
Replace this: Templates provide a starting point for creating new documents. A template
can include the styles, formats, and page layouts you use frequently. Consider creating a
template if you often use the same page layout and style for documents.
With this: Save time by creating a document template that includes the styles, formats,
and page layouts you use most often. Then use the template whenever you create a new
document.
Be brief
Give customers just enough information to make decisions confidently. Prune every
excess word. To learn more, see Word choice.
Example
Replace this: The Recommended Charts command on the Insert tab recommends charts
that are likely to represent your data well. Use the command when you want to visually
present data, and you're not sure how to do it.
With this: Create a chart that's just right for your data by using the Recommended
Charts command on the Insert tab.
When in doubt, don’t capitalize
Default to sentence-style capitalization—capitalize only the first word of a heading or
phrase and any proper nouns or names. Never Use Title Capitalization (Like This). Never
Ever. To learn more, see Capitalization.
Examples
Replace these:
Find a Microsoft Partner
Office 365 Customer
Limited-Time Offer
Join Us Online
With these:
Find a Microsoft partner
Office 365 customer
Limited-time offer
Join us online
Skip periods (and : ! ?)
Skip end punctuation on titles, headings, subheads, UI titles, and items in a list that are
three or fewer words. Save the periods for paragraphs and body copy. To learn more,
see Punctuation, Headings, and Lists.
Example
Replace this:
Move a tile.
1. Press and hold the tile.
With this:
Move a tile
1. Press and hold the tile.
Remember the last comma
In a list of three or more items, include a comma before the conjunction. (The comma
that comes before the conjunction is known as the Oxford or serial comma.) To learn
more, see Commas.
Example
Replace this: Android, iOS and Windows
With this: Android, iOS, and Windows
Don’t be spacey
Use only one space after periods, question marks, and colons—and no spaces around
dashes. To learn more, see Punctuation.
Example
Replace this: Use pipelines — logical groups of activities — to consolidate activities that
are part of a task.
With this: Use pipelines—logical groups of activities—to consolidate activities that are
part of a task.
Revise weak writing
Most of the time, start each statement with a verb. Edit out you can and there is, there
are, there were. To learn more, see Verbs and Word choice.
Example
Replace this: You can access Office apps across your devices, and you get online file
storage and sharing.
With this: Store files online, access them from all your devices, and share them with
coworkers.
Accessibility terms
Article • 06/20/2023
In general, use people-first language (refer first to the person, followed by the disability).
To ensure clarity and consistency, this should be the default unless you know a specific
audience prefers otherwise.
In some cases, however, identity-first language can be used, because some people and
communities take pride in recognizing their disability as an integral part of their identity
and feel that person-first language is marginalizing. Always make an effort to know the
preferences expressed by a person with a disability or a disability community and defer
to these.
In all cases, don’t use language that has offensive or insensitive connotations, such as
maimed or impaired.
The following table lists examples of people-first language (preferred), identity-first
language (acceptable, context-dependent), and offensive or insensitive language (never
allowed).
Preferred (people-first) Acceptable Do not use (offensive/insensitive)
(identity-first)
Person who is blind, person with low Blind person Sight-impaired, vision-impaired
vision
Person who is deaf, person with a Deaf person Hearing-impaired
hearing disability
Person with limited mobility, person Physically Crippled, lame, handicapped
who has a mobility or physical disability disabled person,
wheelchair user
Is unable to speak, uses sign language, Dumb, mute, non-verbal
uses synthetic speech
Has multiple sclerosis, cerebral palsy, a Affected by, stricken with, suffers
seizure disorder, or muscular dystrophy from, a victim of, an epileptic
Person without a disability Non-disabled Normal person, healthy person
person, able-
bodied person
Person with a prosthetic limb, person Amputee Maimed, missing a limb, birth
with a limb difference, person with an defect
amputation
Preferred (people-first) Acceptable Do not use (offensive/insensitive)
(identity-first)
Person with a disability Disabled person People with handicaps, the
handicapped
Person with cognitive disabilities, Learning Slow learner, mentally
developmental disabilities, learning disabled, dyslexic handicapped, differently abled,
disabilities, or dyslexia person Special Ed person, stupid
Person with autism Autistic person, Asperger’s
neurodivergent
person
For an overview of Microsoft accessibility policies, see Accessibility guidelines and
requirements.
To learn more about writing that conveys respect to all people and promotes equal
opportunities, see the Guidelines for Inclusive Language from the Linguistic Society of
America.
AI and bot terms
Article • 06/24/2022
In general, avoid talking about AI and bot technology. Instead, focus on the benefits of
the technology or what the customer wants to do with it. When it's necessary to talk
about the technology itself—such as in content for developers or in event presentations,
or to make it clear that the customer is chatting with a bot, not a person—use the terms
below.
Before you invent a term, make sure a suitable term doesn't already exist. For more
information about creating new terms or using emerging terminology, see Use technical
terms carefully.
Learn more See Chatbots and virtual agents for guidelines for creating a new chatbot.
Term Usage
AI To refer to the technology itself, use AI for all audiences and in most content,
including blogs, websites, and email. Don't spell out artificial intelligence.
Use intelligent or intelligence to describe or talk about the benefits of AI.
Examples
Power BI realizes the promise of AI in intelligent features such as image
recognition, text analytics, and automated machine learning.
From document translation to intelligent threat detection, AI is enhancing the
productivity of more than 120 million commercial Office 365 users.
bot, chatbot, Use bot to refer to an app that performs automated tasks or engages with
virtual agent humans through a conversational interface.
If necessary, it's OK to use chatbot to clarify that the bot uses conversation to
interact with the customer or virtual agent if the bot provides customer or
technical support. After that, use bot.
Never refer to Cortana as a bot, chatbot, or virtual agent. Use personal digital
assistant instead.
Term Usage
conversation Don't use in content for a general audience.
as a platform
(CaaP) OK to use if it's necessary to refer to the computing model in which two or more
people or other entities exchange messages. Define the term on the first use, if
necessary, to make sure the meaning is clear to your audience.
Spell out conversation as a platform whenever possible. If the term appears
often, it's OK to use CaaP after the abbreviation is introduced in parentheses.
Don't capitalize as CAAP.
Don't hyphenate conversation as a platform when used as a modifier.
conversational Avoid the term in customer-facing communications.
user interface
(CUI) OK to use if it's necessary to refer to a computing model where people interact
with a system in a conversational manner, using text or voice input. Define the
term on the first use, if necessary, to make sure the meaning is clear to your
audience.
Spell out conversational user interface or conversational UI on the first use. Use
CUI after the abbreviation is introduced in parentheses.
Term Usage
intelligent, For all audiences and in most content, use intelligent or intelligence to describe
intelligence, or talk about the benefits of AI.
intelligent
technology In UI, use intelligent technology to describe the underlying technology that
powers AI features.
Don't use smart technology.
Examples
To help people do their best work, Microsoft is making AI available to everyone
by building intelligent features into our core products.
Enhance your sales performance and planning with intelligent applications like
Microsoft Dynamics 365 AI for Sales.
From document translation to intelligent threat detection, AI is enhancing the
productivity of more than 120 million commercial Office 365 users.
Microsoft AI Use only to refer to the initiative that Microsoft is undertaking to accelerate AI
capabilities and infuse intelligence into our offerings.
Microsoft AI isn't a technology, feature, product, or service. Don't say things like
"Powered by Microsoft AI." Don't spell out artificial intelligence in references to
Microsoft AI.
personal Use to refer to a type of bot that has a name, a semblance of a personality,
digital knowledge of a customer's needs and preferences, and the ability to act on
assistant those needs and preferences.
Use instead of agent, virtual assistant, or intelligent personal assistant to refer to
Cortana.
Term Usage
social chatbot, Use instead of emotional chatbot or personified chatbot to refer to a chatbot that
relationship people have conversations with for entertainment. Social chatbots often have a
chatbot name and persona. Zo, Xiaoice, and Rinna are the Microsoft social chatbots.
voice- OK when it's necessary to refer to the category of devices, such as the Harman
activated Kardon voice-activated speaker, that use Cortana.
device
voice user Avoid the term in customer-facing communications.
interface (VUI)
OK to use if it's necessary to refer to a computing model where people use voice
input to interact with a system, similar to a conversation. Define the term on the
first use, if necessary, to make sure the meaning is clear to your audience.
Spell out voice user interface or voice UI whenever possible. If the term appears
often, it's OK to use VUI after the abbreviation is introduced in parentheses.
Bits and bytes terms
Article • 06/24/2022
In general, spell out bit and byte terms on the first mention unless:
Your audience is familiar with the abbreviation.
You’re working on UI text.
In those cases, or after you’ve spelled out the term on the first mention, it’s OK to use
abbreviations for -bit or -byte terms. Use abbreviations only with numbers in specific
measurements, such as 128 TB.
Insert a space between the abbreviation and the numeral, or hyphenate if the
measurement modifies a noun.
Examples
512 gigabytes (GB) of RAM
From 1 GB to a maximum of 2 GB
23 MB/day
up to 2 terabytes of physical memory with 8 terabytes of address space
200 MB of available hard-drive space
a 650-MB limit
In measurements, when the unit of measure isn't abbreviated, use the singular
form of the unit of measure when the number is 1. Use the plural form for all other
measurements.
Examples
0 megabytes
0.5 megabytes
1 megabyte
15 megabytes
Use of to add a modifier to a measurement used as a noun.
Example
The operation requires 200 MB of available hard-drive space.
Use commas in numbers that have four or more digits, regardless of how the
numbers appear in the UI.
Example
1,024 MB
Term Abbreviation Usage
Term Abbreviation Usage
bits per pixel bpp
bits per bps Don't use as a synonym for baud. See Units of measure term
second collection for information about baud.
byte None Don't abbreviate, unless in UI.
exabyte EB Don’t use E, E byte, or EByte.
gigabit None Don’t abbreviate, unless in UI.
gigabits per Gbps Don't spell out as Gb per second.
second
gigabyte GB Don’t use G, G byte, or GByte.
kilobit None Don’t abbreviate, unless in UI.
kilobits per Kbps Don't spell out as KB per second.
second
kilobyte KB Don't use K, K byte, or KByte.
kilobytes per KBps Don't spell out as KB per second.
second
megabit None Don’t abbreviate, unless in UI.
megabits per Mbps Don't spell out as Mb per second.
second
megabyte MB Don’t use M, meg, M byte, or MByte.
megabytes per MBps Don't spell out as MB per second.
second
petabyte PB Don’t use P, P byte, or PByte.
terabyte TB Don’t use T, T byte, or TByte.
zettabyte ZB Don’t use Z, Z byte, or ZByte.
Cloud-computing terms
Article • 06/24/2022
As cloud computing evolves, the consistent use of its terminology across Microsoft
content presents a clear story to customers.
This section covers common cloud-computing terms.
For more information about creating new terms or using emerging terminology, see Use
technical terms carefully.
Term Usage
as a service Use only as a service (-aaS) terms included in this term list.
(-aaS)
Don’t create new as a service terms or -aaS acronyms. Instead, describe the
service and what it provides the customer.
cloud, the Don't capitalize cloud except in references to the Microsoft Cloud or when it's
cloud part of a product name.
Use cloud mostly as an adjective. Use sparingly as a noun—instead of the cloud,
talk about cloud computing, cloud services, or a specific service or functionality
and what the customer can do with it.
cloud It’s OK to use cloud bursting for technical audiences to mean when a private
bursting, cloud taps into additional resources on the public cloud to meet a spike in
cloud- demand. Define on the first mention.
bursting
Hyphenate cloud-bursting as an adjective preceding a noun, as in cloud-bursting
configuration.
cloud Use cloud computing, not the cloud, to refer generally to the delivery of
computing, computing services over the internet.
cloud
platform, Use cloud platform only in content for a technical audience, such as content
cloud about Azure.
services
Use cloud services to refer to the services provided via the cloud—such as servers,
storage, databases, and software.
All terms are two words and lowercase.
Term Usage
cloud native, In content for a technical audience, it’s OK to use cloud native to describe
cloud-native technologies that are built originally for the cloud and therefore optimized for
cloud scale and performance.
Lowercase. Hyphenate cloud-native as an adjective preceding a noun, as in cloud-
native app. Don’t hyphenate in other instances.
Don’t use born in the cloud, cloud-born, or similar phrases.
cloud OS Don’t use. Use platform as a service (PaaS) instead.
community Never use. Use hybrid cloud, private cloud, or hosted private cloud instead.
cloud
content Lowercase when referring in general to a distributed network of servers that
delivery deliver web content. Always spell out; don’t use CDN.
network
cross-tenant Hyphenate in all positions.
edge, edge It’s OK to use these terms to refer to computing that shifts most data processing
computing from a centralized system closer to a device or system that requires data quickly.
Include short definitions of the edge and edge computing unless you’re sure your
audience is familiar with the terms.
Lowercase.
Use at the edge—not on the edge—in references to edge computing.
elastic In general, avoid using these terms and instead talk about what the customer can
computing, do with this technology.
elastic cloud
computing If your meaning is unclear without the terms, it’s OK to use them to talk about
the use of cloud computing to quickly expand or decrease computer processing,
memory, and storage resources to meet changing demands. Use elastic cloud
computing when you need to clarify that cloud services are used.
Define these terms on the first mention unless you’re sure that your audience is
familiar with them.
hosted Use this term to describe a service, an IT solution, or an application that's hosted
service by a service provider and made available to customers over the internet.
hosting It's OK to use cloud hosting provider and web hosting provider if you need to
provider, distinguish cloud service providers from web hosts. Don't use hoster.
hoster
Term Usage
hybrid cloud OK to use for technical audiences who are comfortable with cloud technology,
but define on the first mention. For other audiences, just talk about a hybrid
model.
infrastructure Use for technical audiences only.
as a service
(IaaS) It’s OK to use IaaS after the term has been spelled out on the first mention with
the abbreviated form in parentheses.
Don't capitalize as IAAS.
Don't hyphenate as a modifier.
IT as a Use for technical or business-decision-maker audiences only.
service
(ITaaS) In content for a general audience, refer to the specific type of service, such as
applying software updates, in a cloud-computing model.
It’s OK to use ITaaS after the term has been spelled out on the first mention with
the abbreviated form in parentheses.
Don't capitalize as ITAAS.
Don't hyphenate as a modifier.
the Microsoft Use this term to describe the entire Microsoft cloud platform—not just Azure, but
Cloud also the cloud on which all Microsoft cloud offerings run, including Dynamics
365, Microsoft Power Platform, and Microsoft 365.
When used in this meaning, Microsoft Cloud is capitalized.
Include the article (the) before Microsoft Cloud.
It’s OK to add a modifier between the and Microsoft Cloud—for example, “the
trusted Microsoft Cloud.”
multicloud It's OK to use multicloud in content for technical audiences to refer to the use of
multiple cloud-computing services from more than one cloud provider (including
private and public clouds), in a heterogeneous environment.
One word, no hyphen.
multitenant, It's OK to use these terms in content for a technical audience, but in content for a
multitenancy general audience, try to use friendlier language—for example, say services used
by multiple tenants rather than multitenant services.
One word, no hyphen.
Term Usage
on-premises, Hyphenate in all positions.
off-premises
Premises is plural. Don't use on-premise, off-premise.
Don't use on-premises cloud or off-premises cloud.
platform as a Use for technical audiences only.
service
(PaaS) It’s OK to use PaaS after the term has been spelled out on the first mention with
the abbreviated form in parentheses.
Don't capitalize as PAAS.
Don't hyphenate as a modifier.
private Define these terms on the first mention.
cloud, hosted
private cloud
serverless One word, no hyphen.
software as a It’s OK to use SaaS after the term has been spelled out on the first mention with
service the abbreviated form in parentheses.
(SaaS)
Don't capitalize as SAAS.
Don't hyphenate as a modifier.
Computer and device terms
Article • 06/24/2022
In the modern world, customers get things done with whatever device is handy. When
you write, focus on what the customer wants to accomplish. If you must write about the
device itself, use the most general term that works—usually, that's device. Sometimes,
it's computer, phone, or wearable device. Occasionally, it's laptop, smartphone, or fitness
band.
Device interaction terms
Use these verbs to talk about using devices and peripheral devices:
Use turn on and turn off, not power on, power off, switch on, or switch off.
Use set up to describe preparing hardware or software for first use.
Use install and uninstall to refer to adding and removing hardware drivers and
apps.
Use connect and disconnect to refer to establishing a relationship between devices
(direct or wireless) and connecting a device to a network or the internet.
Preferred device terms
Term Usage
device, Use device to refer collectively to all types of computers, phones, and other
mobile devices.
device
Use mobile device only when you need to call out the mobility.
It's OK to modify device when it matters. For example, point-of-sale device.
computer, Use computer when you need to talk about a computing device other than a
PC phone, wearable device, or gaming console.
It's OK to use PC when space is a constraint, but don't switch between PC and
computer.
Don't use mobile computer, portable computer, or mobile PC.
Term Usage
phone, Use phone most of the time.
mobile
phone, If you need to call out the mobility, use mobile phone.
smartphone
Use smartphone only if you need to distinguish a smartphone from other types of
phones.
Don't use wireless phone, cell phone, or cellular phone.
tablet, Use a more generic term unless you're talking about a specific class of computers.
laptop Use tablet only to refer to a touchscreen computer without a permanently attached
keyboard. Use laptop to refer to a portable computer with a permanently attached
keyboard, with or without a touchscreen.
Don't use slate or notebook.
wearable Use only when it's necessary to differentiate devices that are meant to be worn
device, from other devices.
fitness
band Avoid using wearable as a noun.
Acceptable terms for specific references
Use the following terms only when you need to be more specific than you can be by
using the preferred terms.
Term Usage
handheld Use only to refer to a small, limited-use device that accesses, captures, and updates
device information in real time, such as the devices often used in line-of-business (LOB)
applications. If possible, just use device.
Don't use handheld as a noun.
Don't use handheld PC or handheld computer.
desktop Use only to refer to a type of computer that isn't portable or a server computer.
Don't use desktop as a synonym for computer or PC.
Term Usage
machine Most of the time, don't use machine to mean a computer. Use computer instead. It's
OK to use machine in content for a technical audience and in content about
virtualization to describe both physical machines and virtual machines.
Examples
Updates help to enhance the security and performance of your computer.
Move virtual machines from one physical server to another to balance the load
among physical servers.
A signed machine certificate uniquely identifies the computer.
client, Use client or server only if it's clear to the reader whether the client or server
server discussed is hardware or software.
Use client computer or server computer if you need to clarify that you're discussing
hardware.
Don't use box in reference to client and server hardware.
Peripheral devices and hardware components
In general, use the most generic term that describes a peripheral device or hardware
component.
Term Usage
adapter Use instead of adaptor.
disc Use disc, not disk, to refer to a CD or DVD.
disk Use disk only in the context of Azure cloud storage and virtual machines.
Use hard drive, not disk, fixed disk, hard disk, or disk drive to refer to the drive on a
PC where programs are typically stored.
display, Use display as a general term for any visual output device, including the built-in
screen, display on a computing device and an external monitor or projector.
monitor
Use screen to distinguish the usable portion of the display from its edges.
Use monitor only when you need to refer specifically to a standalone desktop or
mounted display device that can be connected to a computing device.
Term Usage
drive Avoid talking about drives in content for a general audience. It's usually enough to
prompt customers to save a file, picture, song, and so on.
Use drive as the general term for any type of device where a customer can save or
retrieve files, including hard drive, CD drive, DVD drive, USB flash drive, or any other
removable storage device. Use hard drive when necessary to refer to a drive on a
PC where programs are typically stored. Avoid referring to the type of drive if you
can.
Use drive C, not drive C:, drive C>, or C: drive, when necessary.
Use network drive, not remote drive, to refer to a logical network drive name.
Example
network drive X
mouse, In general, don't talk about specific input devices. Most of the time, talk about how
pen, the customer interacts with the app or game by selecting, choosing, and so on. To
controller, learn more, see Describing interactions with UI.
joystick,
touchpad, When you must discuss interacting with a specific type of device, don't use
trackball pointing device or input device. Instead, use the specific term for that device:
mouse, pen, controller, joystick, touchpad, or trackball. Use tablet pen on the first
mention, and pen thereafter. Don't use stylus.
Joysticks have controls (not options) for controlling movement on the screen.
network Use instead of network card to describe hardware that supports connecting a
adapter computer to a network.
touchscreen One word. Use sparingly. Most of the time, talk about how the customer interacts
with the app or product by selecting, choosing, and so on. See Describing
interactions with UI to learn more.
USB Don't spell out. Use only as an adjective.
Examples
USB drive
USB hub
USB 3.0 port
Date and time terms
Article • 05/09/2023
This section covers usage for terms related to time and date.
Term Usage
24/7 Don't use. Use all day, every day, always, or something similar.
AM, PM Use AM and PM (preceded by a space). Use capital letters for
AM and PM.
Examples
10:45 AM
6:30 PM
Dates Use the following format for dates: month day, year, as in July
31, 2016. Don't use day month year, as in 31 July 2016.
In UI, it's OK to use numbers and slashes for dates if the code
supports that format and automatically displays the appropriate
date format for different locales.
Don't use ordinal numbers (such as 1st, 12th, or 23rd) to
indicate a date.
Examples
February 16, 2016
2/16/16 (in UI)
Days of the week: Sunday– Capitalize the days of the week. Don't use abbreviations unless
Saturday space is extremely limited. Don't include a period with the
abbreviations.
Three-letter abbreviations are preferred:
Sun, Mon, Tue, Wed, Thu, Fri, and Sat
In calendars and date picker UI controls, it's OK to use two-
letter or one-letter abbreviations:
Su, Mo, Tu, We, Th, Fr, and Sa
S, M, T, W, T, F, and S
For the three-letter and two-letter abbreviations, use sentence-
style capitalization (Su), not all uppercase (SU).
midnight, noon Use noon and midnight. Don't use 12:00 noon and 12:00
midnight.
Midnight is the beginning of the new day, not the end of the
old one.
Term Usage
Months: January–December Capitalize the names of months and their abbreviations.
Don't use abbreviations unless space is extremely limited.
Use three-letter abbreviations when necessary:
Jan, Feb, Mar, Apr, May, Jun, Jul, Aug, Sep, Oct, Nov, and Dec
Don't include a period with the abbreviations.
Seasons: autumn, winter, Don't refer to seasons if you can avoid it. Talk about months or
spring, summer calendar quarters instead. If you must mention a specific
season, identify the hemisphere, too. (Summer in the northern
hemisphere is winter in the southern hemisphere.)
Don't capitalize the seasons except to designate an issue of a
publication, such as Spring 2017.
Time, ranges of time Use numerals for times of day: 2:00, 4:15, 7:30. Always include
AM and PM.
Include the time zone if you're discussing an event that
customers beyond the local time zone might see or attend.
In text, use to in a range of times.
Example
10:00 AM to 2:00 PM
In a schedule or listing, use an en dash with no spaces around it.
Example
10:00 AM–2:00 PM
Exception
In a date range that includes two times and two dates, add
spaces around the en dash. Lead with whatever is most
important to the customer within the context: time of day or
date.
Examples
2:15 AM–4:45 PM 4/1/16 (time range on a single day)
12/1/17 2:15 PM – 4/1/18 4:45 PM (time plus date range)
Term Usage
Time zones: Eastern Time, Capitalize time zones. Don't abbreviate unless space is severely
Central Time, Mountain Time, limited. If you must abbreviate, use ET, CT, MT, and PT.
Pacific Time, Coordinated
Universal Time (UTC), Don't specify standard time or daylight saving time unless you're
Greenwich Mean Time (GMT) providing information about a specific event where that
information matters.
If you're referring to a time zone as a geographical area, call it a
zone.
Example
in the Pacific Time zone
Not all time zones have names, and some time-zone names are
used in more than one geographical area. If you're talking
about a particular place, clarify the country or reference
Coordinated Universal Time (UTC). Don't include spaces around
the plus sign (+) or hyphen (-).
Examples
Eastern Time (UTC-5)
Eastern Time (UTC+10)
Eastern Time (Australia)
For time zones without names, refer to the offset from
Coordinated Universal Time.
Example
UTC+7
Don't abbreviate Coordinated Universal Time in text unless
space is severely limited. Use UTC, never CUT. (It's OK to use
UTC in references to a specific time zone, such as UTC+7.) Don't
use Universal Time Coordinate or Universal Time Coordinated.
Don't use Greenwich Mean Time or GMT by itself unless you
have no other choice. Use Coordinated Universal Time instead.
On the first mention, it's OK to refer to Coordinated Universal
Time (Greenwich Mean Time).
Abbreviating units of time
Unit Abbreviation
day, days d
Spell out except in UI or when space is extremely tight.
hour, hours h
Unit Abbreviation
microsecond Don't abbreviate.
millisecond, milliseconds ms
minute, minutes min
month, months mo
Spell out except in UI or when space is extremely tight.
nanosecond Don't abbreviate.
second, seconds sec
week, weeks wk
Spell out except in UI or when space is extremely tight.
year, years yr
Spell out except in UI or when space is extremely tight.
Keys and keyboard shortcuts
Article • 05/12/2023
This term collection covers how to refer to keyboard shortcuts and the names of specific
keys.
For information about describing customers' interactions with UI, see Procedures and
instructions.
Keyboard actions and access
Term Usage
keyboard In general, use keyboard shortcut to describe a combination of keystrokes used to
shortcut, perform a task.
accelerator Example
key, fast key, Alt+Ctrl+S
hot key,
quick key, Don't use accelerator key, fast key, hot key, quick key, or speed key.
speed key
access key Don't use in content for a general audience. Use keyboard shortcut instead.
In content for developers or content about customizing the UI, it's OK to
distinguish between an access key and a shortcut key. An access key is a letter or
number that users select to access UI controls that have text labels. For example,
the F in Alt+F. A shortcut key is a key or key combination that users select to
perform a common action. For example, Ctrl+V. If you use these terms, explain
the difference.
Key Tip In general, don't use in content for a general audience. Use keyboard shortcut
instead.
In content teaching basic skills or content for a technical audience, it's OK to use
Key Tip to refer to the letter or number that appears in the ribbon when the Alt
key is pressed.
key Don't use in content for a general audience. Use keyboard shortcut instead.
combination
In content for a technical audience, it's OK to distinguish between a key
combination (two or more keys selected simultaneously) and a key sequence (two
or more keys selected sequentially). If you use these terms, explain the difference.
Term Usage
key Don't use in content for a general audience. Use keyboard shortcut instead.
sequence
In content for a technical audience, it's OK to distinguish between a key sequence
(two or more keys selected sequentially) and a key combination (two or more keys
selected simultaneously). If you use these terms, explain the difference.
keypad Use numeric keypad on the first mention. Don't use keypad by itself unless the
context has been established and there's no possibility the customer will confuse
the keypad with the keyboard. When in doubt, continue to use numeric keypad.
In general, don't distinguish between the keyboard and the numeric keypad.
When the customer can select two keys that look the same, direct the customer to
the correct key.
Example
Select the Minus sign on the numeric keypad, not the Hyphen key on the
keyboard.
keystroke, Don't use keypress. Use keystroke instead.
keypress
Term Usage
select, press, Use select to describe pressing a key on a physical or on-screen keyboard. Don't
depress, hit, use press, depress, hit, or strike.
strike, use
Don't use depressed to describe an indented toolbar button unless you have no
other choice.
Use use when select might be confusing, such as when referring to the arrow keys
or function keys and select might make customers think that they need to select
all the arrow keys simultaneously.
Example
Use the arrow keys to move around the text.
Use use when multiple platform or peripheral choices initiate the same action or
actions within a program.
Example
Use the controls on your keyboard or controller to run through the obstacle
course.
Be specific when teaching beginning skills.
Example
To run through the obstacle course, select the Spacebar on the keyboard or pull
the right trigger on the Xbox controller.
Consider using a table to present instructions that have more than two
alternatives.
Use select and hold only if a delay is built into the software or hardware
interaction. Don't use select and hold when referring to a mouse button unless
you're teaching beginning skills.
See also Describing interactions with UI, Mouse and mouse interaction term
collection
shortcut key Don't use in content for a general audience. Use keyboard shortcut instead.
In content for developers or content about customizing the UI, it's OK to
distinguish between an access key and a shortcut key. An access key is a letter or
number that users select to access UI controls that have text labels. For example,
the F in Alt+F. A shortcut key is a key or key combination that users select to
perform a common action. For example, Ctrl+V. If you use these terms, explain
the difference.
Key names
In general, use sentence capitalization for key names.
Examples
the Shift key
the Page up key
Capitalize letter keys in general references.
Example
the K key
Lowercase and bold a letter key when instructing customers to enter the letter
(unless you're instructing them to enter a capital letter).
Example
enter k
On the first mention, you can use the definite article the and the word key with the
key name if necessary for clarity.
Example
Select the F1 key.
On subsequent mentions, refer to the key by its name only.
Example
Select F1.
If you need guidance for a key name that isn't on this list, use sentence capitalization
and spell it as it appears on the keyboard.
Term Usage
Alt Capitalize. Use to refer to the Alt key.
Application key Capitalize. Use the Application key to refer to the key that opens a shortcut
menu containing commands related to a selection.
arrow keys, Arrow keys are labeled only with an arrow. Refer to similar keys on the
direction keys, numeric keypad as the arrow keys on the numeric keypad.
directional keys,
movement keys Use sentence capitalization to refer to a specific arrow key: the Left arrow
key, the Right arrow key, the Up arrow key, or the Down arrow key. It’s OK to
use arrow key as a general term for any single arrow key. Include the and
key in references to a specific arrow key except in key combinations or key
sequences.
Don’t use direction keys, directional keys, or movement keys.
Use specific names to refer to other navigational keys, such as Page up,
Page down, Home, and End.
Term Usage
asterisk (*), star Use asterisk to refer to the * symbol.
An asterisk is used to indicate multiplication in a programming language or
as a wildcard character representing one or more characters.
It’s OK to use star to refer to the key on a phone keypad.
at sign (@) Pronounced at. In most cases, don’t spell out.
Back Capitalize. Use to refer to the Back key, which performs the same action as
the Back button in a browser.
Backspace Capitalize. Use to refer to the Backspace key.
backtab Don’t use to refer to the Shift+Tab keyboard shortcut.
Break caps Use sentence capitalization. Use to refer to the Break caps key.
Caps lock Use sentence capitalization. Use to refer to the Caps lock key.
comma (,) Spell out comma when referring to a key or the punctuation mark.
Capitalize Comma when instructing a reader to select the key. Include the
symbol in parentheses when needed for clarity.
Command Capitalize. Use to refer to the Command key on the Mac keyboard. Use the
bitmap to show this key if possible. It isn't named on the keyboard.
Control Capitalize. Use to refer to the Control key on the Mac keyboard.
Ctrl Capitalize. Use to refer to the Ctrl key. Don’t use for the Mac keyboard.
Del Capitalize. Use to refer to the Del key. On the Mac keyboard only, use to
refer to the forward delete key.
Delete Capitalize. Use to refer to the delete key.
End Capitalize. Use to refer to the End key.
Enter Capitalize. Use to refer to the Enter key. On the Mac, use only when
functionality requires it.
Esc Always use Esc, not Escape.
F1–F12 Capitalize the F. Don't add a space between the F and the number.
Forward Capitalize. Use to refer to the Forward key, which performs the same action
as the Forward button in a browser.
Help Use the Help key only to refer to the key on the Mac keyboard.
Term Usage
HELP key Use the HELP key to avoid confusion with the Help button. Always include
the and key.
Home Capitalize. Use to refer to the Home key.
hyphen (-) Spell out hyphen when referring to a key. Capitalize Hyphen when
instructing a reader to select the key. Include the symbol in parentheses
when needed for clarity.
Insert Capitalize. Use to refer to the Insert key.
Lock clear Capitalize. Use to refer to the Lock clear key.
minus sign (–) Spell out minus sign when referring to a key. Use sentence capitalization
(Minus sign) when instructing a reader to select the key. Include the symbol
in parentheses when needed for clarity.
Num lock option Use sentence capitalization. Use to refer to the Num lock option key on the
Mac keyboard.
number sign (#), Use # key to describe the key.
pound key, hashtag
It's OK to use pound key (#), including the symbol in parentheses, to refer
to the keypad on a telephone. It's OK to use hashtag (#) to describe the
use of the # key to identify a metadata term in social media.
numeric keypad, Use numeric keypad on first mention. Don't use keypad by itself unless
keypad, numerical there's no possibility of confusion with the keyboard. Don't use numerical
keypad, numeric keypad or numeric keyboard.
keyboard
In general, don't distinguish between the keyboard and the numeric
keypad. If a customer can select two keys that look the same, specify the
correct key.
Example
Select the Minus sign on the numeric keypad.
on-screen Use to describe the keyboard representation on the screen that the
keyboard, customer touches to enter characters.
keyboard display,
soft keyboard, Hyphenate on-screen keyboard. Don't use virtual keyboard, soft keyboard,
virtual keyboard, visual keyboard, or keyboard display.
visual keyboard
Page down, Page Use sentence capitalization. Use to refer to the Page up key and the Page
up down key.
Pause Capitalize. Use to refer to the Pause key.
Term Usage
period (.) Spell out period when referring to a key. Capitalize Period when instructing
a reader to select the key. Include the symbol in parentheses when needed
for clarity.
plus sign (+) Spell out plus sign when referring to a key. Use sentence capitalization
(Plus sign) when instructing a reader to select the key. Include the symbol
in parentheses when needed for clarity.
Print screen Use sentence capitalization. Use to refer to the Print screen key.
Reset Capitalize. Use to refer to the Reset key.
Return Capitalize. Use to refer to the Return key on the Mac keyboard.
Scroll lock Use sentence capitalization. Use to refer to the Scroll lock key.
Select Capitalize. Use to refer to the Select key.
Shift Capitalize. Use to refer to the Shift key.
Spacebar Capitalize. Use to refer to the Spacebar. Always precede with the except in
procedures, key combinations, and key sequences.
Tab Capitalize. Use to refer to the Tab key. Always use the and key except in key
combinations and key sequences.
Windows logo key Capitalize Windows. Use to refer to the Windows logo key.
Special character names
Because special character names could be confused with an action (such as +) or be
difficult to see, always spell out the following special character names: Plus sign, Minus
sign, Hyphen, Period, and Comma.
To avoid confusion, it's OK to add the character in parentheses after spelling out the
name.
Example
Plus sign (+)
Use discretion. This might not be necessary for commonly used characters, such as the
period (.).
To show a key combination that includes punctuation requiring use of the Shift key, such
as the question mark, use Shift and the name or symbol of the shifted key. Using the
name of the unshifted key, such as 4 rather than $, could be confusing or even wrong.
For example, the ? and / characters aren't shifted keys on every keyboard. Always spell
out Plus sign, Minus sign, Hyphen, Period, and Comma.
Examples
Ctrl+Shift+?
Ctrl+Shift+*
Ctrl+Shift+Comma
See also Special character term collection
Mouse and mouse interaction terms
Article • 01/25/2023
Most of the time, don't talk about the mouse, mouse actions, or the pointer unless it's
necessary to avoid confusion. Instead, talk about customer interactions with the UI. To
learn more, see Describing interactions with UI.
When you need to talk specifically about the mouse, mouse interactions, or the pointer,
use these terms.
Mouse actions
Term Usage
click Use to describe selecting an item with the mouse by clicking the mouse once. Don't
use click on.
click in Use only to refer to clicking in a general area within a page, window, or other UI
location.
double- Use to describe selecting an item by clicking the mouse twice in rapid succession.
click Hyphenate. Don't use double-click on.
drag Use to describe holding down a button while moving the mouse, and then releasing
the button. Don't use click and drag or drag and drop. It's OK to use drop by itself if
drag isn't precise enough.
hover To describe moving the mouse pointer over an area of the UI without selecting it, use
over, hover over or point to, as appropriate for your audience. Use hover or hovering as the
point to adjective and noun form.
Examples
In Microsoft Edge, when you hover over a link, the URL appears in the lower-left corner.
The hover image is displayed when the user points to the button.
To program the pop-up action that's triggered by hovering ….
Pop-up windows that appear on hover
Don't use mouse over or move the mouse pointer to. It's OK to use move the mouse
pointer to in content that teaches beginning skills.
press Use only in content that teaches beginning skills.
and
hold
right- Use to describe clicking an item by using the secondary mouse button (the right
click button by default, but the user can customize this).
Term Usage
scroll Use only in content that teaches beginning skills. In other content, use a phrase such as
move through.
Devices
Term Usage
mouse Use mouse to refer to one mouse. If you need to refer to more than one mouse, use
mice.
mouse Use to refer to the left mouse button. Use left mouse button only to teach beginning
button skills or when not doing so would cause confusion. When more than one mouse button
is used in a procedure, name the least frequently used button only.
right Use to refer to the secondary mouse button. By default, this is the right mouse button.
mouse Customers who change the default understand that right mouse button indicates the
button secondary button.
wheel Use to refer to the third or middle button on the mouse. Customers rotate the wheel
button and click the wheel button.
On-screen pointers
When you must talk about the appearance of the pointer on the screen, include a
picture of the pointer if possible. Don't use a picture instead of the word pointer—use
both.
Term Usage
busy Use to describe the pointer when it consists only of an activity indicator.
pointer
double- Use to describe how the pointer looks over a split line ( ). Don't use double-
headed headed arrow as a name for the pointer.
arrow Example
When the pointer becomes a , drag the pointer to move the split line.
pointer Use to refer to the pointer on the screen. Use cursor only for a technical audience
or when it's necessary to describe the point where text or graphics will be inserted.
Don't use insertion point.
working in Use to describe the pointer when it consists of both the pointer and an activity
background indicator.
pointer
Security terms
Article • 06/24/2022
This section describes usage for specific security terms. For definitions of security terms,
see the Microsoft Malware Protection Glossary .
Term Usage
antimalware Use only as an adjective to describe a category of software used to detect and
respond to malicious software, such as viruses, worms, trojans, and sometimes
spyware and adware.
antiphishing Use only as an adjective to describe practices or a category of software used to
detect and respond to phishing scams, which are attempts to trick individuals into
revealing sensitive information, such as passwords or credit card numbers.
antispyware Use only as an adjective to describe software that detects and sometimes removes
spyware.
antivirus Use only as an adjective to describe software that detects and responds to
malware.
Use antivirus instead of antimalware to differentiate between antispyware and
other antimalware programs.
Example
Microsoft Security Essentials has both antivirus and antispyware capabilities.
black hat Consider alternatives where possible.
hacker Examples
computer criminal
unauthorized user
malicious hacker
bullet-proof Don’t use.
deceptive Don’t use. Use unwanted software instead.
software
Term Usage
hacker, hack Use malicious hacker to refer to an unauthorized user who accesses a system with
the intent to cause harm. If the unauthorized user’s intent isn’t known or isn’t
malicious, use unauthorized user.
Don't use hacker in content for a general audience. In general use, the term often
has negative connotations.
It’s OK to use hack and hacker in content for developers or in contexts where
positive outcomes are involved, such as hackathons.
Don’t use hacker to mean an amateur programmer. Don’t use hack to mean
improvising a solution to a programming problem unless the positive context is
well understood.
insecure Don’t use to mean not secure.
lock Don’t use to mean protect.
malicious Don’t use. Use malware or malicious software instead.
code
malicious Don’t use. Use malicious hacker instead.
user
malware, Use malware instead of malicious software to describe unwanted software installed
malicious without adequate user consent. Viruses, worms, and trojans are malware.
software
If your audience might not be familiar with the term malware, define it as
malicious software on the first mention.
Example
The security filter helps prevent malware (malicious software) from damaging your
computer.
spyware Before using the term spyware to describe specific software, be certain the
software has been identified as spyware.
trojan In content for a technical audience, it’s OK to shorten to trojan.
horse,
trojan
unwanted Use as a general term for spyware, adware, and similar software.
software
Term Usage
vulnerability Don’t use to describe intentional software behavior. For example, don’t describe
trusting a domain administrator to control any other domain within a forest as a
vulnerability.
On the first mention, use a modifier to identify the type of vulnerability:
Product vulnerability is a set of conditions that violates an implied or explicit
security policy. A product vulnerability is usually addressed by a Microsoft
security bulletin or service pack.
Administrative vulnerability is the failure to observe administrative best
practices. For example, using a weak password or logging on to an account
that has more user rights than needed to perform a specific task.
Physical vulnerability is the failure to provide physical security for a
computer. For example, leaving an unlocked computer running and
unattended in a public area.
After the first mention, it’s OK to use the modifier only occasionally.
For other security issues, use the most specific term that describes the issue.
Define the term if the audience might be unfamiliar with it. If no specific term
exists, use security issue.
white hat Consider alternatives where possible.
hacker Example
computer security expert
Special characters
Article • 06/24/2022
Use these terms to describe the special characters shown.
Character Name
´ acute accent (not accent acute)
& ampersand
Don't use in place of and.
See ampersand (&)
<> angle brackets
’ apostrophe (publishing character)
' apostrophe (customer-typed text)
* asterisk
It's OK to use star to refer to the key on a phone keypad.
@ at sign
\ backslash
{} braces (not curly brackets)
[] brackets
^ caret, circumflex (not accent circumflex)
¢ cent sign
«» chevrons, opening and closing
Microsoft term, seldom used, especially in documentation. Also referred to as merge
field characters in Word.
© copyright symbol
† dagger
° degree symbol
÷ division sign
Character Name
$ dollar sign
[[ ]] double brackets
… ellipsis (singular), ellipses (plural)
Don't add space between ellipsis points.
— em dash
– en dash
= equal sign (not equals sign)
€ euro symbol
! exclamation point (not exclamation mark)
` grave accent (not accent grave)
> greater than sign
If used in conjunction with the less than sign to enclose a character string such as an
HTML or XML tag, right angle bracket is OK.
≥ greater than or equal to sign
- hyphen
" inch mark
< less than sign
If used in conjunction with the greater than sign to enclose a character string such as
an HTML or XML tag, left angle bracket is OK.
≤ less than or equal to sign
– minus sign (use en dash)
× multiplication sign
Use * instead if necessary to match software.
≠ not equal to
# number sign or hashtag
In general, use number sign instead of pound sign to refer to the # symbol. In social
media, use hashtag. Use pound key when referring to the phone keypad button.
Character Name
¶ paragraph mark
() parentheses (plural), opening or closing parenthesis (singular)
% percent
π pi
| pipe, vertical bar, or OR logical operator
+ plus sign
Don’t use to replace words like and, over, or plus.
See plus sign (+)
± plus or minus sign
? question mark
“” quotation marks (not quotes or quote marks)
Curly quotation marks is OK if necessary to distinguish from straight quotation marks.
"" straight quotation marks (not quotes or quote marks)
‘’ single quotation marks or single curly quotation marks (not quotes or quote marks)
'' single straight quotation marks (not quotes or quote marks)
® registered trademark symbol
§ section
/ slash (not virgule)
~ tilde
Don't use in place of about or approximately.
™ trademark symbol
_ underscore
Touch and pen interaction terms
Article • 06/24/2022
Today's customer can interact with UI in a variety of ways. This section covers terms for
UI interactions done with gestures of the hand or body and tablet pen.
In general, use input-neutral terms, which support all input methods. If you're writing
content specific to touching a screen or using a pen, use tap and double-tap instead of
click and double-click. Tap means to press the screen with a finger or pen tip and then to
lift it, usually quickly.
Learn more For information about input-neutral terms, see Describing interactions with
UI.
When you need to write specifically about touch and pen UI interactions, use these
terms.
Term Usage
tap Use to describe selecting, opening, or activating a button, icon, or other element on
the screen with a finger or the pen by tapping it once. Don’t use tap on.
double- Use to describe selecting, opening, or activating a button, icon, or other element on
tap the screen by tapping twice in rapid succession. Hyphenate. Don’t use double-tap on.
tap and Use only if required by the program to achieve a specific result. Don’t use touch and
hold hold.
flick Use to describe moving one or more fingers to scroll through items on the screen.
Don’t use scroll.
pan Use to describe moving the screen in multiple directions at a controlled rate, as you
would pan a camera to see different views in the environment. For contact gestures,
use to refer to moving a finger, hand, or pen on the device surface to move through
screens or menus at a controlled rate, rather than quickly skipping through content
using the flick gesture. Don’t use drag or scroll as a synonym for pan.
pinch, Use to describe touching the screen or a UI element with two or more fingers, and then
stretch moving the fingers toward each other (pinch) or away from each other (stretch) to
to zoom the view in or out.
zoom
rotate Use to describe putting two or more fingers on a UI element and then turning the
hand. This action rotates the item in the direction of the turn.
select Use to describe pressing hardware buttons and keys on the keyboard (on-screen or
physical).
Term Usage
select Use to describe pressing and holding an element in the UI.
and
hold
slide For touch UI, use to describe pressing and briefly dragging an element in the direction
opposite to the way the page scrolls, and then moving it to a new location. For
example, if the page scrolls left or right, the item is dragged up or down. The item is
released to relocate it.
swipe For touch UI, use to describe a short, quick movement in the direction opposite to the
way the page scrolls. For example, if the page scrolls left or right, an item is selected by
swiping it up or down.
swipe Use to describe swiping a finger quickly or sliding across the screen from an edge. This
or slide action may:
from
the Open charms. (Swipe from the right edge.)
edge
Open a recently used app or switch between recently used apps. (Swipe from the
left edge.)
Open another app at the same time. (Slide from the left edge without lifting your
finger, and drag the app until a divider appears. Then move the app where you
want it, and slide the divider to adjust the app.)
Show a list of recently used apps. (Slide in from the left edge without lifting your
finger, and then push the app back toward the left edge.)
Show commands for the current app, such as New or Refresh. (Swipe in from the
top or bottom edge.)
Close an app. (Slide down from the top edge without lifting your finger, and then
drag the app to the bottom of the screen.)
Units of measure terms
Article • 06/24/2022
This section covers usage and abbreviations for a variety of terms related to
measurement. For other units of measure not covered here, see The Chicago Manual of
Style .
Use numerals for measurements of distance, temperature, volume, size, weight,
pixels, points, and so on—even if the number is less than 10. Add a zero before the
decimal point for decimal fractions less than one, unless the customer is asked to
enter the value.
Examples
3 ft, 5 in.
1.76 lb
80 × 80 pixels
0.75 grams
enter .75"
3 centimeters
3 cm
Insert a space between the unit of measure and the numeral, or hyphenate if the
measurement modifies a noun. Examples
13.5 inches
13.5-inch display
8.0 MP
8.0-MP camera
Use abbreviations only with numbers in specific measurements, such as 20 MP, and
don't follow the abbreviation with a period.
Exception Follow in with a period when used as an abbreviation for inch.
Use commas in numbers that have four or more digits, regardless of how the
numbers appear in the UI: 1,093 MB.
Exceptions
For years, pixels, and baud use commas only when the number has five or more
digits: 1920 × 1080 pixels, 10,240 × 4320 pixels, 9600 baud, 14,400 baud.
Don’t use commas after the decimal point in decimal fractions.
When the unit of measure is spelled out, use the singular form when the number is
1. Use the plural form for all other measurements.
Examples
0 points
0.5 points
1 point
12 points
Spell out by in dimensions, except for tile sizes, screen resolutions, and paper sizes.
For those, use the multiplication sign (×). Use a space before and after the
multiplication sign.
Examples
10 by 12 ft room
3" by 5" image
4 × 4 tile
8.5" × 11" paper
1280 × 1024
See also Bits and bytes term collection, Numbers
Category Term Abbreviation and usage
Distance and centimeters cm
length
feet ft
inches in. (or " if space is limited). Always include a period to avoid
confusion with the preposition in.
Hyphenate half-inch as an adjective. Use instead of half an
inch or one-half inch.
When space is limited or the measurement needs to be
specific, use 0.5 in.
Use the abbreviated form sparingly in content that will be
translated or localized. It may be translated incorrectly as a
preposition.
kilometers km
meters m
miles mi
millimeters mm
Weight grams g
kilograms kg
Category Term Abbreviation and usage
ounces oz
pounds lb
Area square foot sq ft
square m2
meter
Volume cubic foot cu ft
cubic meter m3
Type and fonts points pt
UI, display pixels Don’t use the abbreviation px in the context of screen or
resolution, and camera resolution.
digital imaging
It’s OK to abbreviate as px in content about online design
when space is limited.
Examples
48 × 48 px
The application icon should be 62 × 62 pixels and PNG format.
pixels per It’s OK to use the acronym PPI in content about creating
inch digital applications, when space is limited, and when you’re
certain that readers will understand it.
Examples
72 pixels per inch
At 72 PPI, ….
megapixels MP
Print and display dots per It’s OK to use the acronym dpi to refer to print and display
resolution inch resolution when you’re certain that readers will understand it.
Speed and baud Don't abbreviate. Don't use baud rate—it's redundant. When
frequency designating baud, use commas when the number has five (not
four) or more digits.
Examples
2400 baud
In 1991, 14.4 K modem had a 2400 baud.
gigahertz GHz. Spell out on the first mention. After that, it’s OK to use
the abbreviation as a measurement with numerals.
Category Term Abbreviation and usage
Hertz Hz. Spell out on the first mention. After that, it’s OK to use the
abbreviation as a measurement with numerals. Capitalize the
word and the abbreviation.
kilohertz KHz. Spell out on the first mention. After that, it’s OK to use
the abbreviation as a measurement with numerals.
megahertz MHz. Spell out on the first mention. After that, it’s OK to use
the abbreviation as a measurement with numerals.
Other degrees ° (for temperature)
deg (for angle)
dialog units Don’t abbreviate.
Example
Converting from MFC dialog units (used in resource files to
specify height/width) to pixels ….
24/7
Article • 06/24/2022
See Date and time term collection
2D, two-dimensional
Article • 06/24/2022
Spell out on the first mention if your audience may be unfamiliar with the term. On
subsequent mentions, use 2D.
Always hyphenate two-dimensional.
3D, three-dimensional
Article • 06/24/2022
Use 3D most of the time.
Spell out three-dimensional on the first mention if your audience may be unfamiliar with
the acronym. Always hyphenate three-dimensional.
8.5" × 11" paper
Article • 06/24/2022
Use instead of 8.5-by-11-inch, 8.5 × 11-inch, 8 1/2 by 11-inch, or other ways of referring
to the paper size. Use a straight quotation mark (") to signify inches. Use a multiplication
sign (×), not the letter x.
Abort, Abortion
Article • 06/24/2022
Never use abortion.
Don't use abort in content or user experiences for a general audience. If abort appears in
a UI that you can't edit, use an alternative term to describe the customer action.
Use abort for a technical audience only if it's part of the application programming
interface (API). Use an alternative term in comments and descriptions.
Alternative Terms
End: use for communications and network connections.
Close: use for apps and programs.
Stop: use for hardware operations.
Cancel: use for requests and processes.
Above
Article • 06/24/2022
Don't use to mean earlier.
Don't use as an adjective preceding a noun (the above section) or following a noun (the
code above). Use a link, or use previous, preceding, or earlier.
Examples
Use the preceding code to display information about the database.
See Installation instructions .
See Installation instructions, earlier in this article.
See also below, earlier
Access
Article • 06/24/2022
It's OK to use as a verb to mean obtain access to.
Don’t use access to mean start, create, or open. Use a more specific verb or phrase
instead.
Access Key
Article • 06/24/2022
See Keys and keyboard shortcuts term collection
Accessible
Article • 06/24/2022
Reserve accessible and accessibility to refer to things that are easy to use for everyone,
including people with disabilities.
Don't use accessible as a synonym for simple. Use easy to learn, easy to use, or intuitive.
But don't assume that what's easy for you is easy for customers. A better choice is to
refer to the specific characteristics that make something easy to use, such as a familiar
UI or simplified navigation.
Examples
Support high-contrast themes to make the app more accessible for customers who have
low vision.
Reading view sweeps distracting content out of your way, so it's easier to read what you
want.
See also assistive, Accessibility guidelines and requirements
Achievement
Article • 06/24/2022
Refers to an accomplishment that's formally recognized by a game, site, or app.
Achievements are sometimes represented by a virtual badge, star, medal, or other
reward.
Use title-style capitalization for the achievement name. Lowercase the word achievement
when it follows the achievement name.
For Microsoft games, use achievement only if the achievement is awarded in a player’s
Xbox Live profile. Don't use achievement for any other accomplishments that are tracked
by a game.
Examples
You just earned the Superstar achievement!
Take a bow—you’ve earned your Superstar.
See also badge
Actionable
Article • 06/24/2022
Don't use unless you have no other choice.
Examples
information that you can act on
Once identified, the problem is easy to solve.
Aggregate customer data to make it easier to act on.
Aggregate customer data to make it more conducive to action.
Active Player, Active User
Article • 06/24/2022
Use active player, not active user, to refer to a person who's currently being tracked or
recognized by a motion sensor or camera.
Example
When the game ends, the active player’s score will be displayed.
Adapter
Article • 06/24/2022
See Computer and device term collection
Add
Article • 06/24/2022
Use as a verb to describe installing add-ins and add-ons. Use remove to describe
removing them.
Don't use add to refer to installing apps and programs. Use install instead.
See also install
Add-In, Add-On
Article • 06/24/2022
Use add-in to refer to software that adds functionality to a larger program, such as the
Skype Meeting Add-in for Microsoft Outlook. Add-in can also refer to a driver or to a
customer-written program that adds functionality to a larger program, such as a wizard.
Use add-on to refer to a hardware device, such as an external drive, that's attached to
the device.
In content for a general audience, use add-in and add-on primarily as modifiers. For
example, add-in program or add-on drive.
Adjacent Selection
Article • 06/24/2022
Don't use if you can use multiple selection instead. It's OK to use adjacent selection if you
must emphasize that the selected items are adjacent to one another.
Don't use contiguous selection.
See also multiple selection
Administer
Article • 06/24/2022
Use instead of administrate.
administrator, admin
Article • 01/23/2018
Use administrator, admin, or system administrator unless you need to specify a particular
kind of administrator, such as a network administrator or a database administrator.
Don't capitalize administrator or admin except when referring to the Administrator
account type. Capitalize Administrators only when referring to the Administrators group
in Windows security.
Examples
To log on as an administrator, you need to have a user account on the computer with an
Administrator account type.
Limit the number of users in the Administrators group.
afterward
Article • 06/24/2022
Use instead of afterwards.
against
Article • 06/24/2022
Don't use to refer to running or building a program on a particular platform or
operating system. Use on instead.
It's OK to use against in content for a technical audience to discuss evaluating a value
against an expression or running a query against a database.
Examples
Run queries on HDInsight using Hadoop, HBase, or Apache Storm clusters to extract
meaning from structured and unstructured data in Azure Storage.
Use Elastic Database jobs to run T-SQL scripts against all of the databases in an elastic
database pool.
AI (artificial intelligence)
Article • 06/24/2022
See AI and bot term collection
alarm
Article • 06/24/2022
Don't use as a general reference to a sound intended to get the customer's attention.
Use beep or a more specific description of the sound instead.
It's OK to use alarm in a specific description, such as the low-battery alarm.
alert
Article • 06/24/2022
For technical audiences, it's OK to use alert to refer to automated messages from apps,
products, services, and websites.
For general users, don't use alert to refer to a system message. Use notification instead.
Don't use alert as a synonym for reminder.
Examples
When hosting a service in the cloud, you may need to monitor and send alerts in
response to specific conditions, such as service interruptions.
To receive an alert whenever an event occurs ....
Select Add alert.
alias
Article • 06/24/2022
Don't use to mean an email address, account name, or distribution group name.
allow, allows
Article • 06/24/2022
Don't use allows (or enables or lets) to describe things that Microsoft or Microsoft apps
make possible for the customer.
It's OK to use allows to refer to features, such as security, that permit or deny some
action or access.
In content for technical audiences, write around the use of allow/allows by referring to
customers in the third person, such as the customer can.
Examples
Windows allows a user without an account to sign in as a guest.
Microsoft Word supports saving files in HTML format.
alphabetical
Article • 06/24/2022
Use instead of alphabetic.
alphanumeric
Article • 06/24/2022
Use to refer to character sets that include only letters and numerals or to individual
characters that can be only letters or numerals.
Don't use alphanumerical.
AM, PM
Article • 06/24/2022
See Date and time term collection
ampersand (&)
Article • 06/24/2022
Don't use & in place of and in text or headings unless you're referring to the use of the
symbol in UI.
It's OK to use & in content for technical audiences that covers its use in HTML or
programming languages.
Example
To display a reserved character in HTML, use a character reference, which consists of an
ampersand, the code name or number of the character, and a semicolon. For example,
use < or < to display the less than sign (<), and use > or > to display the
greater than sign (>).
See also plus sign (+)
and so on
Article • 06/24/2022
Don't use. Instead, be specific. When space is limited, use such as or like followed by an
example or two.
Example
Body text is most readable in Times New Roman, Palatino, and other serif fonts. (Not
Body text is most readable in Times New Roman, Palatino, and so on.)
Body text is most readable in serif fonts like Palatino.
Don't use and so on to end a phrase that begins with for example, such as, or like. It's
redundant.
Example
Body text is most readable in serif fonts, such as Times New Roman and Palatino. (Not
Body text is most readable in serif fonts, such as Times New Roman, Palatino, and so on.)
and/or
Article • 06/24/2022
Don't use unless it helps you avoid lengthy, complex wording. Most of the time, or can
stand on its own.
Example
Save the document, using its current name or a new name.
antialiasing
Article • 06/24/2022
Don't hyphenate. Don't capitalize antialiasing unless it begins a sentence or phrase.
Don't capitalize aliasing in antialiasing.
Example
Microsoft ClearType antialiasing is a smoothing method that improves font display
resolution, compared to traditional antialiasing.
antimalware
Article • 06/24/2022
Use only as an adjective. Don't hyphenate.
Antivirus is often used interchangeably with antimalware to describe any program that
removes malware. Use antivirus when you want to differentiate between antispyware
and other antimalware programs.
Examples
antimalware program
Windows Defender has both antivirus and antispyware capabilities.
antispyware
Article • 06/24/2022
Use only as an adjective. Don't hyphenate.
Example
antispyware tools
antivirus
Article • 06/24/2022
Use only as an adjective. Don't hyphenate.
Antivirus is often used interchangeably with antimalware to describe any program that
removes malware. Use antivirus when you want to differentiate between antispyware
and other antimalware programs.
Examples
antivirus program
Windows Defender has both antivirus and antispyware capabilities.
app, application
Article • 06/24/2022
If possible, refer to a product by its descriptor, such as database management system or
spreadsheet.
Most of the time use app, not application, to describe desktop apps and cloud apps for
tablets and mobile devices.
Global tip The abbreviated form, app, isn't available in all languages, so allow enough
space for the full translated term in localized content.
For full-featured products, such as Office and Visual Studio, it's OK to use program
instead of application.
It's OK to use application in content for a technical audience, especially to refer to a set
of software files that includes executable files and other components.
Don't use application program.
See also
add-in, add-on
applet
tool
Control Panel
appendix, appendices
Article • 06/24/2022
Use appendices as the plural form of appendix, not appendixes.
applet
Article • 06/24/2022
Use to refer to an HTML-based program that a browser downloads temporarily to a
customer's hard drive. Applet is most often associated with Java.
In general, when referring to a small program, use the name of the program or the most
appropriate term, such as item, app, program, add-in, or applet.
Example
A Java applet in an HTML document supports animation, music, and page updates.
See also
add-in, add-on,
app, application,
tool
application developer, app developer
Article • 06/24/2022
Don't use application developer, applications developer, or app developer. Use software
developer, web developer, developer, or programmer instead.
application file, app file
Article • 06/24/2022
Don't use. Use the specific name of the file if you can. Otherwise, use program file.
application icon, app icon
Article • 06/24/2022
Don't use to refer to a program icon. Use the specific product name, such as the Word
icon, instead. If you must use a general term, use app icon.
It's OK to use application icon in content for developers when discussing programming
elements such as the ApplicationIcon property.
application window, app window
Article • 06/24/2022
Don't use to refer to a specific product window. Use the product name, such as the Word
window, instead.
It's OK to use application window in content for developers when discussing
programming elements, such as the WindowSize event.
argument vs. parameter
Article • 06/24/2022
These terms are often used interchangeably.
Use argument in content for a general audience. Differentiate with parameter only if
necessary.
In content for a technical audience, use the same term consistently to refer to the same
kind of element. When you need to differentiate between them:
Use argument for a value or expression that contains data or code that's used with
an operator or passed to a function.
Use parameter for a value that's given to a variable and treated as a constant until
the operation is completed. For example, a date could be a parameter that's
passed to a scheduling function.
See also Reference documentation, Formatting developer text elements
arrow
Article • 06/24/2022
In content teaching basic skills, it's OK to use arrow to identify the arrow next to a list
box label. Don't use up arrow or down arrow, which refer to the arrow keys on the
keyboard.
Example
Select the Font arrow to display the list.
arrow keys
Article • 06/24/2022
See Keys and keyboard shortcuts term collection
as well as
Article • 06/24/2022
Don't use as a synonym for and.
ask
Article • 06/24/2022
Don't use as a noun. Use request, task, or another suitable word.
Examples
Your assigned tasks
After you submit your request, you’ll receive a confirmation email.
assembly language
Article • 06/24/2022
Use instead of assembler or machine language.
Hyphenate as an adjective.
assistive
Article • 06/24/2022
Use to describe devices, technologies, and organizations that help people with
disabilities. Eye trackers and motion sensors are examples. Keep in mind that some
devices and organizations are useful to everyone. Refer to them as assistive only in
discussions about supporting people with disabilities.
Examples
(General discussion) Calibrate your motion sensor to track your body movements
correctly.
(Specific discussion) Learn about assistive technology built into Windows 10.
See also Accessibility guidelines and requirements
assure, ensure, insure
Article • 06/24/2022
Ensure, insure, and assure are interchangeable in many situations. To improve worldwide
readability, Microsoft style makes these distinctions:
Use ensure to mean to make sure or to guarantee.
Use insure to mean to provide insurance.
Use assure to mean to state positively or to make confident.
asterisk (*)
Article • 06/24/2022
See Keys and keyboard shortcuts term collection
at sign (@)
Article • 06/24/2022
See Keys and keyboard shortcuts term collection
attribute
Article • 06/24/2022
Don't use as a synonym for property.
See property
audiobook
Article • 06/24/2022
One word.
author
Article • 06/24/2022
Don't use as a verb to mean to make something. Instead, use a clearer verb that
accurately describes the action, such as write, create, design, produce, or build.
Examples
Design mobile-optimized reports that people can access anywhere.
You don't need a runtime class if you're implementing a Windows Runtime interface for
local consumption—for example, if you're writing an app based around CoreApplication.
This article describes how to create a Transact-SQL stored procedure.
In content for a technical audience, it's OK to use authoring in reference to
programming languages and tools. For example, it's OK to use authoring tools,
authoring environments, and authoring in XML.
It's OK to use coauthor and coauthoring to refer to people working on an Office
document simultaneously.
Example
In Word, multiple people can coauthor a document at the same time.
auto-
Article • 06/24/2022
In general, don’t hyphenate words beginning with auto-, such as autoscale and autodial,
unless it's necessary to avoid confusion. When in doubt, check The American Heritage
Dictionary .
Don’t create new words beginning with auto-.
To learn more about hyphenation, see Hyphens.
For more information about prefixes, see The Chicago Manual of Style .
avg
Article • 06/24/2022
OK to use the abbreviation, without a period, in UI when space is tight. Otherwise, spell
out average.
Back End, Back-End
Article • 06/24/2022
Don't use if you can substitute a more specific term, such as server, operating system,
database, or network.
Two words as a noun. Hyphenate as an adjective.
Back Up, Backup
Article • 06/24/2022
Two words as a verb, one word as an adjective or a noun.
Examples
Back up your files regularly.
Schedule automatic backups.
Backbone
Article • 06/24/2022
Don't use in content for a general audience. You don't need to define backbone in
content for a technical audience.
Backspace
Article • 06/24/2022
One word. OK to use as a verb.
Backtab
Article • 06/24/2022
Don't use. Instead, instruct the customer to use Shift+Tab.
Badge
Article • 06/24/2022
A star, medal, or other virtual recognition that indicates an achievement in a game or
other program. Use title-style capitalization for a badge name. Lowercase the word
badge.
See also achievement
Baseline
Article • 06/24/2022
Use baseline (one word) to refer to an established standard, as in baseline data.
Baud
Article • 06/24/2022
See Units of measure term collection
Beep
Article • 06/24/2022
Use instead of alarm or tone to refer to a beeping sound.
Example
Recording begins when you hear the beep.
Below
Article • 06/24/2022
Don't use to mean later.
Don't use as an adjective preceding a noun (the below section) or following a noun (the
code below). Use a link, or use later or the following.
Examples
Use the following code to display information about the database.
See Installation instructions .
See Installation instructions, later in this article.
See also above, later
beta
Article • 06/24/2022
See preview
Bi-
Article • 06/24/2022
In general, don't hyphenate words beginning with bi-, such as bidirectional, bimodal, and
bimonthly, unless it's necessary to avoid confusion. When in doubt, check The American
Heritage Dictionary .
To learn more about hyphenation, see Hyphens.
big data
Article • 06/24/2022
Don't capitalize.
Big-Endian, Little-Endian
Article • 06/24/2022
It’s OK to use big-endian and little-endian in content for a technical audience. Big-endian
refers to the method of physically storing numbers so that the most significant byte is
placed first. Little-endian is the opposite.
Billion, B
Article • 06/24/2022
See Numbers
Bio
Article • 06/24/2022
OK to use as an abbreviation for biography.
Global tip In many languages, the full term is translated because an abbreviation isn't
available. So you'll still need to allow ample space for expansion in localized text.
Bitmap
Article • 06/24/2022
One word.
Don't use generically to refer to any graphic. Use illustration, figure, picture, or a similar
term instead.
bits per second
Article • 06/24/2022
See Bits and bytes term collection
Black Box
Article • 06/24/2022
Don't use.
Black Hat Hacker
Article • 06/24/2022
See Security term collection
blacklist
Article • 06/24/2022
Never use blacklist. Use blocklist instead. For more specific usage, blocked senders list
can be used.
Examples
Blocklists can help prevent unwanted spam. It could be useful to have a blocked senders
list.
blade
Article • 11/02/2023
Avoid talking about UI elements and instead try to discuss what the customer needs to
do. If you have to refer to a pane in the Azure portal, use blade.
When you must mention a blade:
Always name the blade except in general references to a blade or blades.
Use sentence-style capitalization for the blade name.
Example
the Resource group blade
Don't capitalize blade, but always include blade in the blade title or subtitle.
In a blade title or subtitle, use a plus sign (+) instead of and or an ampersand (&).
Include a space on each side of the plus sign.
Add an article, such as a or the, to a blade name that consists of a verb and a
singular noun.
Example
Add a connector blade. (Not Add connector blade.)
Use on to describe the contents of a blade.
Example
On the Web app blade, name your site.
Use open and close as verbs with blades.
See also Describing interactions with UI, Formatting text in instructions
blank
Article • 06/24/2022
Don't use as a verb to mean removing the contents of a cell in a table or sheet. Use clear
instead.
blog, blogger, blogroll, weblog
Article • 06/24/2022
Use blog as a noun or verb. Don't use weblog.
Use blogger to refer to a person who writes or publishes entries for a blog.
Use blogroll to refer to a list of links to other online content, particularly blogs, that's
provided on a blog page.
blue screen, bluescreen
Article • 06/24/2022
Don't use blue screen or bluescreen, either as a noun or as a verb, to refer to an
operating system that's not responding. As a verb, use stop. As a noun, use stop error.
It's OK to use blue screen (two words) to refer to the screen display itself.
Example
The operating system stopped unexpectedly, and an error message appeared on a blue
screen.
Bluetooth
Article • 06/06/2023
Bluetooth is a proper noun and a registered trademark. Always capitalize. Use the
registered trademark symbol (®) upon first mention.
Blu-ray Disc
Article • 06/24/2022
Use this spelling and capitalization when talking about the disc. After the first mention,
it's OK to abbreviate to BD (no hyphen).
When referring to the technology (not a specific disc), it's OK to use Blue-ray [X].
board
Article • 06/24/2022
Don't use to describe hardware that provides a connection between a peripheral device
and a computer. Use card instead.
Examples
video card
motherboard
bold
Article • 06/24/2022
Use only as an adjective, not as a noun or verb. Don't use bolded, boldface, or boldfaced.
Examples
To apply bold formatting to the selected text, select Ctrl+B.
The newly added parameters are displayed in bold type.
The selected text is bold.
In writing for customers, use regular type to describe type that's neither bold nor italic.
bookmark
Article • 06/24/2022
One word. Use favorite, not bookmark, to refer to a saved site or webpage.
See favorite
Boolean
Article • 06/24/2022
Always capitalize.
boot
Article • 06/24/2022
Don't use as a verb. Use turn on to refer to turning on power to a device.
In content for a technical audience, it's OK to use boot as an adjective, as in boot sector
and boot sequence—but use startup instead if possible.
If the UI or API uses boot in a label or element name, use boot to refer to the label or
element name, but use start or startup to refer to the action or event described.
Examples
The Boot.ini file stores startup options.
Diagnosing and correcting problems that affect the startup process is an important
troubleshooting skill.
See also turn on, turn off
bot
Article • 06/24/2022
See AI and bot term collection
bottom left, bottom right
Article • 06/24/2022
Don't use except in discussions of the BottomLeft and BottomRight properties. Use
lower left and lower right instead.
Hyphenate lower left and lower right as adjectives.
See also lower left, lower-left, lower right, lower-right
bounding outline
Article • 06/24/2022
Use to describe the visible element, usually a dotted rectangle, that surrounds a set of
selected elements. If necessary, use dotted rectangle or dotted box to describe the
bounding outline in content for a general audience, and then use bounding outline in
subsequent references.
Don't use marquee as a synonym.
box
Article • 06/24/2022
Most of the time, avoid talking about UI elements.
When you need to refer to dialog box elements by name, use box instead of field to
refer to any box except a checkbox or a list box. For a checkbox, use the complete term,
checkbox. For an element that displays a list, such as a dropdown list box, use list instead
of box for clarity.
Examples
the Read-Only box
the File Name box
the Hidden Text checkbox
the Wallpaper list
Don't use box as a synonym for client and server hardware.
See also
Describing interactions with UI
Formatting text in instructions
Computer and device term collection
bps
Article • 06/24/2022
See Bits and bytes term collection
breakpoint
Article • 06/24/2022
One word.
broadcast
Article • 06/24/2022
OK to use as an adjective, a noun, or a verb. Use broadcast, not broadcasted, as the past-
tense form of the verb.
Use webcast to refer to a broadcast delivered on the web.
browse
Article • 06/24/2022
Use to refer to manually scanning internet sites or other files. To describe using the
search feature of an app, product, or service, or using an internet search engine, use find
or search.
It's OK to use browse the web, but use browse through a list, database, document, or
similar item.
bug fix
Article • 06/24/2022
Don't use. To describe the general category of fixes for an issue, use software update.
build
Article • 06/24/2022
Don't use in content for a general audience to mean creating things like documents,
charts, graphics, and worksheets. Use create instead.
In content for a technical audience, it's OK to use build as a verb to mean to compile
and link code and as a noun to refer to a prerelease version.
bulk
Article • 06/24/2022
In content for a general audience, don’t use bulk as an adverb, such as bulk add or bulk
edit, unless the term is in the UI.
In content for a technical audience, avoid using bulk as an adverb to describe an action
performed on multiple objects. Try in bulk as an alternative.
Don’t use bulk in compound nouns.
Don't hyphenate.
Examples
Add multiple users at the same time.
Replace a value across a large number of fields.
Update multiple product attributes in a single operation.
button
Article • 06/24/2022
Most of the time, avoid talking about UI elements.
When you need to discuss UI elements, use button instead of command button, option
button, or action button. If possible, refer to a button by its label only without using the
word button. If you need to use the word button for clarity, button is lowercase. For
example, references to an unnamed button such as Maximize may be clearer if you
describe it as the Maximize button.
Examples
Select a file, and then select OK.
To enlarge a window to fill the entire screen, select the Maximize button.
See also Describing interactions with UI, Formatting text in instructions
by (publisher or company name)
Article • 06/24/2022
In an online store (either in a product experience or the web), avoid including by in the
publisher line. For example, use Microsoft not by Microsoft.
If you must include by, lowercase it.
C, C++, C#
Article • 06/24/2022
It's OK to use C, C++, and C# as adjectives. Don't form hyphenated modifiers with them,
such as C-based or C-callable.
Examples
a C program
a program based on C++
built with exported functions that are callable by C
cable
Article • 06/24/2022
Don't use as a verb.
cabling
Article • 06/24/2022
Don't use as a synonym for cable or cables.
In a discussion of network connections, it's OK to use cabling to refer to a combination
of cables, connectors, and terminators.
cache vs. disk cache
Article • 06/24/2022
Differentiate between cache and disk cache.
Use cache to refer to a special memory subsystem where data values are
duplicated for quick access.
Use disk cache to refer to a portion of RAM that temporarily stores information
read from a disk.
Don't use cache or file cache to refer to the location of internet files that are
downloaded as you browse the web. Use Temporary Internet Files folder.
calendar
Article • 06/24/2022
Don't use as a verb. Use schedule, list, or another appropriate verb instead.
call back, callback
Article • 06/24/2022
Two words as a verb, one word as an adjective or a noun.
In content for developers, don't use callback to mean callback function.
call out, callout
Article • 06/24/2022
Two words as a verb, one word as an adjective or a noun.
can, may
Article • 06/24/2022
When you see can in your writing, consider deleting it. Can implies ability but not action.
Rewrite to describe the action if possible.
Example
Use the /b option to force a black-and-white screen.
When ability is what you need to express, it's OK to use can to describe actions or tasks
that the reader or program is able to do. Use might to express possibility. Don't use may,
which might be interpreted as providing permission.
Don't substitute could for can unless you're referring to the past.
cancel, canceled, canceling, cancellation
Article • 06/24/2022
Use cancel the selection instead of deselect or unmark. Use clear to refer to checkboxes.
Use cancel to describe ending code requests and processes before they're complete.
Spell canceled and canceling with one l, but spell cancellation with two l's.
carry out vs. run
Article • 06/24/2022
Use run, not carry out, to describe actions related to commands, macros, and programs.
See also run vs. execute
Cascading Style Sheets (CSS)
Article • 06/24/2022
Capitalize references to the technique for adding fonts, colors, and so on to web
content. Spell out unless the abbreviation CSS is familiar to your audience.
Lowercase references to style sheets created using the technique. Don't use CSS to refer
to a specific cascading style sheet. Instead, use the CSS file, the cascading style sheet, or
the style sheet.
Examples
If this is your first time working with Cascading Style Sheets (CSS), don’t worry.
Use a custom style sheet to create a unique look for your SharePoint site.
It looks like there's a problem with the CSS file.
catalog
Article • 06/24/2022
Use instead of catalogue.
category axis
Article • 06/24/2022
Lowercase. Don't hyphenate.
Refer to the category (x) axis on the first mention. On subsequent mentions, use x-axis.
It's OK to use horizontal (x) axis in content for a general audience.
In 3D charts, both the x-axis and y-axis are usually category axes.
Don't use italic formatting for the x in x-axis or the y in y-axis unless the entire word is
italic.
See also
value axis
x-axis
y-axis
cell phone, cellular phone
Article • 06/24/2022
Don't use.
See Computer and device term collection
cellular
Article • 06/24/2022
Don’t use cellular phone or cell phone.
It's OK to use cellular in the context of cellular data network or cellular data connection.
See Computer and device term collection
center on
Article • 06/24/2022
Use instead of center around.
character set
Article • 06/24/2022
Don't use as a synonym for code page. A character set appears on a code page.
chart
Article • 06/24/2022
Don't use as a verb when referring to entering data for a chart. Use plot instead.
Use the noun chart instead of graph to refer to graphic representations of data. For
example, use bar chart, pie chart, and scatter chart.
chat
Article • 06/24/2022
Use as an adjective, a noun, or a verb in the context of internet or intranet chat. Use
voice chat and video chat if necessary to avoid ambiguity.
chatbot
Article • 06/24/2022
See AI and bot term collection
check, checkbox, check mark
Article • 11/02/2023
Use check mark to refer to a mark placed next to an item to show it’s selected.
Use checkbox, not box or check box, to refer to a checkbox in UI. Avoid talking about UI
elements. Instead, discuss what the customer needs to do or what they're looking at.
Use select and clear with checkboxes, not turn on and turn off, mark and unmark, check
and uncheck, or select and deselect.
See also Describing interactions with UI, Formatting text in instructions
check in
Article • 06/24/2022
OK to use as a verb phrase, as in check in code or check in changes. Don't use as a noun.
child folder
Article • 06/24/2022
Don't use. Use subfolder, subdirectory, folder, or the name of the folder.
choose
Article • 06/24/2022
See Describing interactions with UI
clear
Article • 06/24/2022
See Describing interactions with UI
click
Article • 06/24/2022
Avoid this verb, which is specific to using a mouse. Instead, use verbs that work with
multiple devices, such as select.
It's OK to use click when you need to describe mouse actions specifically.
See Describing interactions with UI
clickstream
Article • 06/24/2022
One word. Don't use in content for a general audience.
clickthrough
Article • 06/24/2022
One word. Don't use in content for a general audience.
client
Article • 06/24/2022
Don't use client to refer to a person. Use customer instead.
See Computer and device term collection
client side, client-side
Article • 06/24/2022
Don't use for a general audience. Use client instead.
It's OK to use client side in writing for a technical audience when it refers specifically to
the client part (side) of a program or protocol that acts on both a server computer and a
client computer.
Avoid using client-side as an adjective. If you must use it as an adjective, hyphenate it.
client/server
Article • 06/24/2022
Always use the slash. Capitalize both words if the context requires client to be
capitalized.
clipboard
Article • 06/24/2022
Don't precede clipboard with Windows.
Material is moved or copied to the clipboard, not onto it.
close
Article • 06/24/2022
See Describing interactions with UI
Close button
Article • 06/24/2022
Spell out and capitalize the word Close. It's OK to use the Close button to eliminate
ambiguity in content that teaches beginning skills, but for general audiences, just use
Close. Use bold for Close when you're talking about the Close button. If you can, use an
inline graphic of the button.
Examples
Select the Close button .
Select Close .
See also Describing interactions with UI, Formatting text in instructions
cloud
Article • 06/24/2022
See Cloud-computing term collection
cloud platform
Article • 06/24/2022
See Cloud-computing term collection
cloud services
Article • 06/24/2022
See Cloud-computing term collection
co-
Article • 06/24/2022
In general, don’t hyphenate words beginning with co-, such as coauthor and coordinate,
unless it’s necessary to avoid confusion. When in doubt, check The American Heritage
Dictionary .
To learn more about hyphenation, see Hyphens.
code page
Article • 06/24/2022
Don't use as a synonym for character set. A character set appears on a code page.
code point
Article • 06/24/2022
Two words.
codec
Article • 01/23/2018
Don't spell out as compressor/decompressor or coder/decoder. Use only in content for a
technical audience or when codec appears in the UI.
color map
Article • 06/24/2022
Two words when referring to the color lookup table in a video card.
column format
Article • 06/24/2022
Use instead of columnar or columnlike.
combo box
Article • 06/24/2022
Two words. Use only in content for a technical audience to describe a box in which the
user can enter or select a value. Don't use in content for a general audience. Instead,
refer to it as a box, using the label provided in the UI.
Use enter to indicate that the user can either type an item in the box or select an item in
the list. Or just say For [Control name], enter [value].
Examples
In the Size box, enter the font size you want.
For Size, enter a font size.
See also Describing interactions with UI, Formatting text in instructions
command
Article • 06/24/2022
In general, avoid talking about the UI. Instead, talk about what the customer needs to
do. If you must refer to commands on menus in content for a general audience, use
command instead of menu item, choice, or option.
In content for developers about creating UI elements, it's OK to use menu item when
appropriate.
See also
Describing interactions with UI
Formatting text in instructions
option, option button
command button
Article • 06/24/2022
Don't use in content for a general audience. Most of the time, just refer to the button by
its UI label. In content that teaches beginning skills, use the label followed by the word
button.
Examples
For information about the dialog box, select the Help button.
For information about the dialog box, select Help.
It's OK to use command button in content for developers about creating command
buttons.
Don't refer to a command button as an action button or push button.
See also Describing interactions with UI, Formatting text in instructions
command line, command-line
Article • 06/24/2022
Two words as a noun. Hyphenate as an adjective.
Examples
command-line parameter
command-line tool
Customers enter commands at a command prompt, not on a command line.
It's OK to use on the command line in the context of building apps using command-line
tools in Visual Studio.
Use command-line program in content for a general audience. Use console application
only in content for a technical audience.
See also
Formatting developer text elements
command prompt
console
command prompt
Article • 06/24/2022
Use instead of C prompt, command-line prompt, or system prompt.
Command prompt refers only to a prompt itself. For example, C:> is a command prompt.
The window in which a command prompt appears is the Command Prompt window.
Note the capitalization.
Don't refer to the Command Prompt window as a console window except in content for
a technical audience.
Describe entering commands at a command prompt, not on a command line.
Example
At the command prompt, enter certutil -setreg ca.
See also command line, console
community cloud
Article • 06/24/2022
See Cloud-computing term collection
company vs. organization
Article • 06/24/2022
Use the term that makes the most sense for your audience.
Company is appropriate for businesses, which don't think of themselves as
organizations.
Organization includes schools, nonprofits, and government customers in addition to
companies.
See also enterprise, org, organization
compile
Article • 06/24/2022
It's OK to use compile as an adjective, as in compile time, or as a verb. Don't use as a
noun.
Example
After you save the file, compile your program.
compute
Article • 06/24/2022
It’s OK to use compute as a verb in content for all audiences.
In content for a technical audience, it’s OK to use compute to refer to computation, such
as in compute hours and compute-intensive. For a general audience, use terms such as
computing time or processor-intensive.
Examples
Learn how to compute the periodic annual interest rate in Microsoft Excel.
Each Microsoft Azure compute instance represents a virtual machine.
computer
Article • 06/24/2022
See Computer and device term collection
connect
Article • 06/24/2022
Use connect, make a connection, and similar phrases to describe attaching a computer to
a network, whether intranet or internet.
Don't use connect as a synonym for sign in or map, as in mapping a drive letter to a
shared network folder. But use disconnect to describe removing a mapped network
drive.
See also sign in, sign out
console
Article • 06/24/2022
Use console window and console application only in content for a technical audience. Use
Command Prompt window and command-line program in content for a general
audience.
Don't use console as a synonym for snap-in.
See also
command line, command-line
command prompt
snap-in
context menu
Article • 04/12/2018
Use context menu only in content for developers. Make it clear that it refers to the
shortcut menu.
Examples
The Control.ContextMenu property gets or sets the shortcut menu associated with the
control.
Undo, Cut, Copy, Paste, Delete, and Select All menu commands are included as a
standard part of the context menu for the TextBox control and appear on the resulting
shortcut menu.
See also shortcut, shortcut menu, pop-up
context-sensitive
Article • 06/24/2022
Always hyphenate.
contiguous selection
Article • 06/24/2022
Don't use. Use multiple selection instead. If it's important to emphasize that all the
selected items are adjacent to one another, use adjacent selection.
See also multiple selection
control
Article • 06/24/2022
In content for a general audience, don't use control to refer to a UI element such as a
text box, checkbox, or list box. It's OK to use control to refer to adding a user-defined
control in a program.
In other contexts, it's OK to use control.
Examples
In the Font list, select the font that you want to use.
On the Developer tab, in the Controls group, click the Rich Text control or the Text
control.
What can I control with Parental Controls?
Control Panel
Article • 06/24/2022
Use Control Panel, not the Control Panel, to refer to the entire Windows Control Panel
feature.
Most of the time, refer to specific, named control panels. When you must discuss control
panels generically, refer to an individual control panel as a control panel item
(lowercase). When you must refer to the icons that represent control panels, use control
panel icon (lowercase). Don't use applet, program, tool, or control panel to refer to either
the icons or the items.
Use bold formatting for the names of control panel items and icons and to refer to the
Control Panel command on the Start menu. Otherwise, don't use bold formatting.
In documentation for a technical audience, refer to control panel home page and control
panel category page (lowercase).
When referring to a control panel item’s hub page, use main <control panel item name>
page.
Examples
In Control Panel, select Network and Internet, and then select Internet Options.
To open Internet Options, select Start, select Control Panel, and then select Network
and Internet.
See also
add-in, add-on
app, application
applet
tool
controller
Article • 06/24/2022
See Computer and device term collection
control-menu box
Article • 06/24/2022
Avoid referring by name to this icon and the menu that it opens. If you must, refer to
the <App Name> icon or the <title bar> shortcut menu.
conversation as a platform (CaaP)
Article • 06/24/2022
See AI and bot term collection
conversational user interface (CUI)
Article • 06/24/2022
See AI and bot term collection
-core
Article • 06/24/2022
Hyphenate adjectives formed by adding -core in reference to types of processors.
Example
single-core, dual-core, and multi-core processors
corrupted
Article • 06/24/2022
Avoid. Try to use a more empathetic statement to describe a file or data that has been
damaged. Better yet, offer help in fixing it if possible. Don't use corrupt.
Example
Looks like something's wrong with that file. Do you want to try to repair it?
country or region
Article • 06/24/2022
Use instead of country for list headings, descriptions, and other contexts that might
include named dependencies or disputed territories. In general discussions, use just
country. Don't use geography or geo as a synonym for country or country or region.
Examples
This product isn't available in some countries.
Enter your country or region.
It's OK to use country/region where space is limited. Capitalize both words if the context
requires country to be capitalized. For example, if country/region is used as a label in a
form, capitalize as Country/Region.
crash
Article • 06/24/2022
Don't use.
Use fail for disks or other hardware, or stop responding for programs or the operating
system.
cut, cut-and-paste
Article • 06/24/2022
Don't use cut:
As a verb, even to refer to an action involving the Cut command. Use delete
instead.
As a verb to describe temporarily moving text to the clipboard. Use move or copy
instead.
As an imperative verb in procedures involving the Cut or the Delete command. Use
delete instead.
As a noun to refer to the action of the Delete command. Use deletion instead.
It's OK to use cut-and-paste as an adjective.
Don't use cut-and-paste or cut-and-replace as a noun or verb. Use delete instead. It's OK
to use paste by itself.
Examples
Select Cut to delete the selected text.
Select the text you want to delete, and then select Cut.
Select Cut to move the selected text to the clipboard.
Delete the text and paste it somewhere else.
Cut-and-paste capabilities are available across most Windows devices.
cyber-
Article • 06/24/2022
Don’t hyphenate words that begin with cyber, such as cybersecurity, cyberspace, and
cyberattack.
To learn more about hyphenation, see Hyphens.
dark mode
Article • 06/24/2022
Lowercase, two words.
Dark mode is a display setting that changes the interface from a bright background
color to a darker color. This setting can be easier on the eyes in lower-light
environments and for people who prefer interfaces that aren’t as bright.
Examples
Use dark mode to reduce eye strain.
Turn on dark mode automatically at sunset.
data, datum
Article • 06/24/2022
Use data as both a singular and plural noun. Don't use datum.
Always use data with a singular verb, even if you're talking about more than one data
set. Don't use the data are.
Lowercase data unless it's at the beginning of a sentence or phrase.
Examples
The data shows that 95 percent of users prefer a graphical interface.
The data gathered so far is incomplete.
These facts contradict earlier data.
See also big data
data binding
Article • 06/24/2022
Two words.
data record
Article • 06/24/2022
Don't use. Use record instead.
database
Article • 06/24/2022
One word.
datacenter
Article • 06/24/2022
One word.
datagram
Article • 06/24/2022
One word.
deaf or hard-of-hearing
Article • 06/24/2022
See Accessibility term collection
debug
Article • 06/24/2022
Use only in the context of software development. Don't use as a synonym for
troubleshoot.
deceptive software
Article • 06/24/2022
See Security term collection
decrement
Article • 06/24/2022
Use only in content for a technical audience.
As a verb, use only to refer to decreasing an integer count by one. Don't use as a
synonym for decrease.
It's OK to use decrement as an adjective when discussing decrement operators and
values.
default
Article • 06/24/2022
Don't use as a verb.
Examples
If you don't choose a template, Normal.dot is applied by default.
This value specifies the number of sheets to add. The default is one sheet.
defragment
Article • 06/24/2022
Don't abbreviate to defrag.
deinstall
Article • 06/24/2022
Don't use except to reference the term when it appears in the UI or an API. Don't use
deinstall to refer to the related action. Use remove instead.
Example
The DeInstall method removes the specified network component from the operating
system.
See also uninstall
delete
Article • 06/24/2022
Use as a verb to describe the results of using the Delete or Cut command, such as
moving files to the Recycle Bin in Windows, moving items to the Deleted folder in
Outlook, and moving items to the clipboard. Use delete to describe these actions even if
the customer uses a different method, such as by dragging a file to the Recycle Bin or
using the Cut command.
Use delete to refer to actions that result from pressing the Delete or Backspace key on
the computer, such as deleting selected text.
Don't use delete as a synonym for remove. Don't use cut or erase as a synonym for
delete.
Examples
Delete the second paragraph.
Delete MyFile.txt from the Windows folder.
Remove the Size column from the Inbox.
See also cut, cut-and-paste, remove
demilitarized zone (DMZ)
Article • 06/24/2022
Don't use. Use perimeter network instead. On the first mention, it's OK to say:
perimeter network (also known as DMZ, demilitarized zone, and screened subnet)
deprecated
Article • 06/24/2022
Avoid in content for a technical audience.
Don't use in content for a general audience. Use obsolete or another appropriate word.
depress, depressed
Article • 06/24/2022
See Keys and keyboard shortcuts term collection
deselect
Article • 06/24/2022
Don't use. Use clear for checkboxes and cancel the selection for other UI elements.
See also Describing interactions with UI
desktop
Article • 06/24/2022
Use to refer to the work area on the Windows screen. Refer to the desktop as client area
only in content for a technical audience and only if necessary.
It's OK to use desktop when it's necessary to distinguish the core version of an app from
its variations.
Example
The feature is available on the Outlook desktop, Outlook on the web, and Outlook.com.
See also Computer and device term collection
destination
Article • 06/24/2022
Use a more precise term, such as website or folder, to describe an end point, such as the
location reached when a customer clicks a link, the folder to which a file is copied or
moved, or the document in which a linked or embedded object is stored. Use
destination as a modifier only if necessary for clarity.
Don't use target as a synonym.
destination drive, destination file
Article • 06/24/2022
Avoid. If you can, use more specific language, such as copy the file to OneDrive. Don't
use target drive or target file.
device
Article • 06/24/2022
See Computer and device term collection
device driver, driver
Article • 06/24/2022
Use device driver only in the context of a driver development kit (DDK) or in a general
discussion about installing peripheral devices. If you're referring to a driver for a specific
device, refer to the driver for that device, such as mouse driver or printer driver.
In content for a general audience, define driver on the first mention.
See also Computer and device term collection
DevOps
Article • 10/13/2022
Note spelling and capitalization.
dialog box, dialog, dialogue
Article • 06/24/2022
In general, avoid talking about UI. Instead, talk about what the customer needs to do.
When you need to refer to a dialog box, use dialog. Don't use pop-up window, dialog
box, or dialogue box.
See also Describing interactions with UI, Formatting text in instructions
dial-up
Article • 06/24/2022
Use only as an adjective (as in dial-up connection), not as a noun or verb. Always
hyphenate.
Use dial as the verb to refer to placing a call or using a dial-up device.
different
Article • 06/24/2022
Don't use different to mean many or various.
In comparisons, use different from most of the time. Use different than only when than is
followed by a clause. Don't use different to.
Examples
The result of the first calculation is different from the result of the second.
If the result is different from the result that you expected, verify that you entered your
data correctly.
Make sure comparative statements that use different are parallel. Read them carefully to
make sure they mean what you intended.
Example
The result of the first calculation is different from the result of the second.
Sentences that use different than are often difficult to read, even if they're grammatically
correct. They work best when the clauses on both sides of the comparison are balanced
and parallel. If it's difficult to make them parallel, consider rewriting.
Example
The regional setting doesn't match the language of the localized version of the
operating system.
dimmed
Article • 06/24/2022
Most of the time, talk about the actions that customers should take rather than
describing UI.
Don’t use to describe commands or options that are in an unusable state—use not
available or isn’t available instead. It’s OK to use appears dimmed if you must describe
their appearance. Use shaded to describe the appearance of checkboxes that represent a
mixture of settings.
Examples
The command isn't available until you select text.
If the option appears dimmed, it's not available.
Selected effects appear shaded.
See also disable, disabled, unavailable
direction keys
Article • 06/24/2022
See Keys and keyboard shortcuts term collection
directory
Article • 06/24/2022
Most of the time, use folder instead. Use directory only in content for developers when
you need to refer to the structure of the file system or to match the API.
Don't use directory icon.
See also folder
disable, disabled
Article • 05/22/2023
Don’t use disable to describe making a command or function inactive or unavailable.
Replace with specific, plain language phrases, such as turn off, hide, make unavailable,
make inactive, block, or remove, as appropriate.
As a state, replace disabled with descriptors such as inactive, unavailable, or off.
When admins turn off products, settings, or features, it’s OK to use disable. But
substitute terms like make unavailable or block if you can reasonably do so.
Example
If the command prompt isn’t available, your network administrator might have turned
off this feature.
See also
Accessibility term collection
turn on, turn off
disabled (person)
unavailable
enable, enables
disabled (person)
Article • 05/22/2023
Don’t use disabled to refer to people with disabilities, unless you know that a specific
audience prefers otherwise. Use person with a disability or a more specific, people-first
term like person with low vision.
For more details on exceptions to this guideline, see Accessibility term collection
See also Accessibility guidelines and requirements
disc
Article • 06/24/2022
See Computer and device term collection
disjoint selection
Article • 06/24/2022
Don't use except in content for a technical audience, and only if the term appears in the
UI or API.
If you need to describe nonadjacent selected items, use multiple selection or list the
specific items.
See also multiple selection
disk
Article • 06/24/2022
See Computer and device term collection
disk resource
Article • 06/24/2022
Use to refer to a disk or part of a disk shared on a server.
disk space
Article • 06/24/2022
Use instead of storage or memory to refer to available capacity on a disk.
See also storage, storage device
display
Article • 06/24/2022
See Computer and device term collection
display adapter, display driver
Article • 06/24/2022
Don't use. Use video card and video driver instead.
DNS
Article • 06/24/2022
Spell out as Domain Name System, not Domain Name Server. When discussing the DNS
networking protocol, spell out Domain Name System on the first mention. When
discussing the Windows DNS feature, don't spell out DNS.
The Windows feature is DNS, not DNS Server or Microsoft DNS Server. If you must
emphasize that you're referring to the Windows feature and not to the networking
protocol, mention Windows.
Don't use dynamic DNS or DDNS.
A DNS server (lowercase s) is a computer that's running DNS server software. DNS
Server (capital S) is the Windows service that appears in the Computer Management
console. In general, refer to the service only in a discussion about stopping and starting
it.
A DNS client (lowercase c) is a client of a DNS server. DNS Client (capital C) is the
Windows service that appears in the Computer Management console. In general, refer
to the service only in a discussion about stopping and starting it.
document
Article • 06/24/2022
Use for text files, such as files created in Word.
To refer to any editable file located in a folder, use a more specific word, such as
workbook, presentation, or database, if you can. Precede the descriptive word with a
product name, such as PowerPoint presentation, when you need to distinguish a file
created in a certain product from files created in other products.
Use file for more general uses, such as file management or file structure, or references to
files of mixed types.
domain
Article • 06/24/2022
Domain has different meanings in database design, Windows, and internet addresses.
Define the term on the first use, if necessary, to make sure the meaning is clear.
dot-com
Article • 06/24/2022
Don't use.
dotted rectangle
Article • 06/24/2022
Use only if you need to describe the appearance of the element that a customer drags
to select a region on the screen. Otherwise, use bounding outline (not marquee) instead.
See bounding outline
double buffering
Article • 06/24/2022
Two words as a noun.
Hyphenate as an adjective.
Don't use as a verb. Instead, use a phrase such as uses double buffering.
double-click, double-clicking
Article • 06/24/2022
See Mouse and mouse interaction term collection
downgrade
Article • 06/24/2022
Use only if necessary to express the concepts of downgrade rights, downgrading
licenses, downgrading products, downgrading files, and similar subjects. Use only in
content for an audience that will understand your use of the word in those contexts.
download
Article • 10/19/2022
Use download to describe the intentional transfer of data and files to a system or device.
Use install to describe adding apps, hardware, and drivers to a device.
When you use download as a verb, describe what the customer is transferring and where
the customer is transferring it to.
Don't use download to describe the process of opening, viewing, or switching to a
webpage.
It's OK to use download as a noun to describe data or a file that's available for
downloading or that has been downloaded.
In your writing, make sure it's clear whether download is used as a noun or verb.
Examples
Install the app.
To learn more about integrating data security across your enterprise, download the
poster to your device.
See also
install
load
upload
drag, drag and drop
Article • 06/24/2022
Don't use drag and drop except as an adjective to describe behavior that a programmer
puts in a program, such as drag-and-drop editing or drag-and-drop feature. Use move or
drag instead.
Don't use click and drag. It's OK to use press and drag to teach mouse techniques in
content that teaches beginning skills.
See also Describing interactions with UI
drill down, drill up, drill through
Article • 06/24/2022
It's OK to use drill down, drill up, and drill through in content about data and the reports
generated from them.
Two words as a verb. Hyphenate drill-down and drill-up as adjectives. Note that
drillthrough as a noun or an adjective is one word, no hyphen.
Examples
If you have grouped items in your PivotTable, you can drill down on a group name.
Then, you can drill back up to analyze summary data.
Using drill-down and drill-up actions, you can expand and collapse sections within a
report to find the data that interests you the most.
If you add the ability to drill through on an existing mining model, the model must be
reprocessed before you can drill through to the data.
Use a drillthrough query to retrieve details from the underlying cases or structure data.
Drillthrough is useful if you want to see additional details from the case data.
Don't use to mean following a path (such as folders) or giving something further
examination.
Example
Microsoft MVPs joined an in-depth discussion about Azure security management
solutions.
drive
Article • 06/24/2022
See Computer and device term collection
drive name
Article • 06/24/2022
Use instead of drive specification, designator, or designation.
dropdown
Article • 06/24/2022
Most of the time, avoid talking about UI elements. Instead, describe what the customer
needs to do. If you must refer to a dropdown menu or list, it’s OK to use dropdown as an
adjective. Avoid using dropdown as a noun. (Like as a UI label: Dropdowns.)
Examples
Pick from the options in the dropdown list.
Use the dropdown menu to find the category you want.
See also Describing interactions with UI, Formatting text in instructions, Computer and
device term collection
DVD
Article • 06/24/2022
Don't spell out DVD. If you refer to a DVD as a disc, use the correct spelling.
Most of the time, use DVD by itself. If you need to be specific, it's OK to use video DVD,
audio DVD, DVD-ROM, DVD-R, DVD-RAM, or DVD-RW.
Refer to the drive for a DVD as the DVD drive, not the DVD player.
Don't use DVD disc, DVD-ROM disc, or other redundant phrases.
dynamic-link library (DLL)
Article • 06/24/2022
Spell out on the first mention unless you're positive that your audience knows the term.
On subsequent mentions, use the abbreviation DLL. Use .dll (lowercase with a period) to
refer to the file name extension.
Don’t use dynalink.
dynamic service capacity
Article • 06/24/2022
See Cloud-computing term collection
e.g.
Article • 06/24/2022
Don't use. Use for example, such as, or like, as appropriate.
Examples
There are some legitimate business reasons for spoofing—for example, an assistant
might need to send email for another person within your organization.
The template can work for different environments, such as testing, staging, and
production.
Learn how to use infrastructure automation tools, like Packer and Azure Automation, to
manage Azure virtual machines.
earlier
Article • 06/24/2022
If possible, use a hyperlink to help users find information elsewhere in the content. If
you can't use a link, use earlier, preceding, or previous instead of above to mean earlier in
a piece of content.
Use or earlier or previous instead of or lower to refer to all versions of a product that
precede a particular release if the statement is accurate for all preceding releases. For
example, don't use Windows 10 or earlier unless the statement is accurate for Windows
1.0.
Example
You can open files created in previous versions of Microsoft Visio. (If you can open files
in every version of Visio including and previous to the version being discussed.)
See also later
e-book
Article • 06/24/2022
Always hyphenate. Don't use ebook or eBook.
Use E-book at the beginning of a sentence or heading. In uncommon situations where
title-style capitalization is required, use E-Book.
See also Capitalization
e-commerce
Article • 06/24/2022
Always hyphenate. Don't use ecommerce or eCommerce.
Use E-commerce at the beginning of a sentence or heading. In uncommon situations
where title-style capitalization is required, use E-Commerce.
See also Capitalization
e-discovery
Article • 06/24/2022
Always hyphenate. Don't use ediscovery or eDiscovery.
Use E-discovery at the beginning of a sentence or heading. In uncommon situations
where title-style capitalization is required, use E-Discovery.
See also Capitalization
edutainment
Article • 06/24/2022
Don't use.
e-form, form
Article • 06/24/2022
Don't use e-form. Use form instead.
either/or
Article • 06/24/2022
Don't use. Use a complete phrase, such as either close the document or close the
program.
elastic service capacity
Article • 06/24/2022
See Cloud-computing term collection
e-learning
Article • 06/24/2022
Always hyphenate. Don't use elearning or eLearning.
Use E-learning at the beginning of a sentence or heading. In uncommon situations
where title-style capitalization is required, use E-Learning.
See also Capitalization
ellipsis button
Article • 06/24/2022
The name of the ellipsis button varies, based on the result of using it.
On the first mention, provide a graphic of the button or include (…) after the button
name. On subsequent mentions, use the graphic rather than the words.
Don't capitalize ellipsis when used as a button name.
Article • 06/24/2022
Use to refer generically to an electronic mail program, to refer collectively to email
messages, or to refer to individual email messages. If necessary to distinguish these
meanings, use email message or message to refer to an individual piece of email. Make
sure it's clear that you're not referring to instant messaging. After you have established
the context of electronic mail, it's OK to use mail instead of email.
It's OK to use email as a verb.
Global tip In some languages, the translation of email is different for noun and verb
forms. If you use email as a noun, provide enough context that localizers can identify its
role in the sentence. For example, write send an email, which positions email after a verb
and an article, where a noun is expected. In contrast, Email used by itself as a heading
could be a noun or a verb.
Use Email at the beginning of a sentence or heading. Never hyphenate email or
capitalize the m.
Examples
You have two new emails.
Scroll through email to find the message you want to read.
You have new mail.
Email us your comments.
See also message
embed
Article • 06/24/2022
Use instead of imbed.
emoticons, emoji
Article • 06/24/2022
Use emoticons. A little personality goes a long way.
In the right context, emoticons can help customers connect with us.
It's OK to use emoticons carefully when:
The message is short.
The message will be seen only once.
Don't use emoticons when:
There's a serious problem.
The message will be seen repeatedly.
The emoticons :) and :( are widely understood. Be cautious using other emoticons.
Most of the time, don’t use emoji in text-based communications. When you do, be
aware of potential cultural and diversity implications, as you would with any image. To
learn more, see Bias-free communication and Global communications.
In discussions about emoji, use emoji as both the singular and plural noun forms.
Emoticons and emoji might be removed in localized versions. Make sure your message
gets across without them, and don't embed them in images.
enable, enables
Article • 11/15/2023
Avoid using in most cases.
Don’t use enables (or allows or lets) to refer to things that Microsoft or Microsoft apps
make possible for the customer. Rewrite to focus on what’s important or possible from
the customer’s point of view. For example, say, "Write, draw, and take notes on
webpages with Microsoft Edge," and not "Microsoft Edge enables you to write, draw,
and take notes on webpages."
Don’t use enable to describe making a feature, setting, or command available. Replace
with specific, plain language phrases such as turn on, allow, add, or rewrite the sentence.
In product UI, use On/Off (not Enable/Disable) as labels for a switch that controls the
availability of a feature or a capability in the product. Or use more specific pairs of words
such as show/hide, add/remove, or allow/block.
See also
disable, disables (functionality)
turn on, turn off
end
Article • 06/24/2022
Use as a verb to describe stopping communications and network connections. Use close
for apps and programs.
Example
To end your server connection, go to Tools and select Disconnect Network Drive.
See also Describing interactions with UI
endline
Article • 06/24/2022
One word.
endpoint
Article • 06/24/2022
One word.
End-User License Agreement (EULA)
Article • 06/24/2022
Don't use. Use Microsoft Software License Terms.
See also Microsoft Software License Terms
ensure, insure, assure
Article • 06/24/2022
Ensure, insure, and assure are interchangeable in many situations. To improve worldwide
readability, Microsoft style makes these distinctions:
Use ensure to mean to make sure or to guarantee.
Use insure to mean to provide insurance.
Use assure to mean to state positively or to make confident.
enter
Article • 06/24/2022
See Describing interactions with UI
enterprise
Article • 06/24/2022
It's OK to use enterprise for an IT pro or developer audience to mean a large company or
corporation. Use as an adjective if possible, as in enterprise computing or enterprise
deployment, rather than as a noun to mean corporation.
Don't use in content for a general audience.
See also company vs. organization
entry field
Article • 06/24/2022
Don't use to refer to a text-entry field. Refer to the box by its label. If you must use a
descriptor, use box.
It's OK to use entry field in a database context.
environment variable
Article • 06/24/2022
An environment variable contains configuration information that can be referenced by
anything in the environment.
erase
Article • 06/24/2022
Don't use as a synonym for delete unless the app requires it, as in Paint.
See also delete
e-sports
Article • 06/24/2022
Always hyphenate. Don't use esports or eSports.
Use E-sports at the beginning of a sentence or heading. In uncommon situations where
title-style capitalization is required, use E-Sports.
See also Capitalization
et al.
Article • 06/24/2022
Don't use except in a citation that includes three or more authors. Use and others
instead.
etc.
Article • 06/24/2022
Don't use. Instead be specific. When space is limited, use such as or like followed by an
example or two.
Examples
Body text is most readable in Times New Roman, Palatino, and other serif fonts. (Not
Body text is most readable in Times New Roman, Palatino, etc.)
Body text is most readable in serif fonts like Palatino.
euro
Article • 06/24/2022
Lowercase.
Plural: euros
Symbol: €
In US content, place the euro symbol in front of the amount. Different locales might
place the euro symbol elsewhere, as appropriate. A euro is divided into 100 cents. When
expressing an amount in euros and cents in US content, use a decimal point. Different
locales might use a decimal point or a comma, as appropriate.
Example
€3.50
Use supports the euro currency standard to refer to a country's use of the euro.
Use the following phrases to refer to countries that have adopted the euro as their
currency:
European Union (EU) members trading in euros
European Union (EU) members that have adopted the euro
euro nations
members of the Economic and Monetary Union (EMU)
Use references to the EMU cautiously. Some people aren't familiar with the organization.
Note On subsequent mentions, it's OK to use the abbreviations EU and EMU. It's also OK
to refer to EU members as EU member states and to EMU members as EMU member
states.
Use non-euro nations to refer to EU member states that haven't adopted the euro as
their currency.
The terms euroland and eurozone are OK to use on websites with an informal tone.
Don't use these terms in product documentation or other formal contexts, especially if
the content will be localized.
See also Currency
e-words
Article • 06/24/2022
Don't create new words with e- (for electronic).
It's OK to use e-words, such as e-book and e-commerce, that are included in this guide
and in The American Heritage Dictionary .
Almost all e-words are hyphenated. Email is an exception.
Lowercase the e in body text, and capitalize the E at the beginning of a sentence or a
heading. The letter following the hyphen is capitalized only when title-style
capitalization is required, which is rare in Microsoft content.
Examples
(Sentence-style capitalization) E-commerce and security
(Title-style capitalization) Strategic E-Commerce Systems and Tools for Competing in the
Digital Marketplace
See also Capitalization
executable, .exe
Article • 06/24/2022
Use executable and .exe as adjectives, not nouns. Use an, not a, as the article preceding
.exe: an .exe file.
Examples
an executable program
the .exe file
Use executable file only in content for a technical audience. For a general audience, use
program file instead.
execute
Article • 06/24/2022
Don't use except to follow the UI. Use run instead. Even if the UI includes execute, the
action is run. Always use run in the context of macros and queries.
Examples
To run the program, select Execute.
Commands are run in the order in which they're listed in the file.
A thread is the basic unit of program execution.
exit
Article • 06/24/2022
Don't use to describe closing an app or program.
See Describing interactions with UI
expand, collapse
Article • 06/24/2022
Use to describe a customer action that displays more or fewer subentries in a folder or
outline.
Example
To expand the folder, select the plus sign (+).
expose
Article • 06/24/2022
Don't use in content about UI. Use make available, display, or a similar term.
It's OK to use expose in content about object-oriented programming technologies, such
as the Component Object Model (COM), to describe making an object's services
available to clients.
extend
Article • 06/24/2022
Use extend instead of grow to refer to extending a selection.
extension, file name extension
Article • 06/24/2022
Use instead of file extension.
Examples
the .bak extension
the .bak file name extension
fail
Article • 06/24/2022
In content for a general audience, use only to refer to disks and other hardware. Use
stop responding to refer to programs or the operating system.
It's OK to use fail in content for a technical audience to describe an error condition. For
example, E_FAIL is a common return value in COM programs. A function that returns
E_FAIL has failed to do something.
Example
Back up your files to safeguard them against loss if your hard drive fails.
See also stop, stop responding
fail over, fail back, failover, failback
Article • 06/24/2022
Two words as a verb, one word as an adjective or a noun. Don't use in content for a
general audience.
Examples
failover cluster
a planned failover
Follow these instructions to fail back your servers after they've failed over to Azure.
FALSE
Article • 06/24/2022
In content for developers, use all uppercase to refer to a return value, or follow the
capitalization used in the specific programming language.
family
Article • 06/24/2022
Use instead of line to refer to a set of related Microsoft products or services.
Far East
Article • 06/24/2022
Don't use to refer to the geographic region of East Asia. Use East Asia or Asia instead.
far-left, far-right
Article • 06/24/2022
Don't use. Use leftmost or rightmost instead.
Accessibility tip Don't use directional terms (left, right, up, down) as the only clue to
location. Individuals with cognitive disabilities might have difficulty interpreting them, as
might people who are blind and use screen-reading software. It's OK to use a directional
term if another indication of location, such as in the Save As dialog box, on the Standard
toolbar, or in the title bar, is also included. Directional terms are also OK to use when a
sighted user with dyslexia can clearly see a change in the interface as the result of an
action, such as a change in the right pane when an option in the left pane is selected.
favorite
Article • 06/24/2022
Use to refer to a webpage or site the customer may want to return to later in Microsoft
Edge or Internet Explorer. Customers save favorites to the Favorites menu. Use
lowercase when referring to a favorite website, and capitalize the menu name. Avoid
using as a verb.
Examples
Select Add to favorites to add a website to the Favorites menu.
Go to the Favorites menu to see your list of favorite websites.
fax
Article • 06/24/2022
Lowercase. Abbreviation for facsimile. It's OK to use fax as an adjective (fax machine, fax
transmission), as a noun (your fax arrived), or as a verb (fax a copy of the order).
field
Article • 06/24/2022
Don't use to refer to a text-entry box. Refer to the box by its label. If you must use a
descriptor, use box instead of field.
It's OK to use field to refer to Word field codes, in a database context, and in other
technical contexts.
file
Article • 06/24/2022
Try to use a more specific term, such as document (Word), workbook (Excel), or
presentation (PowerPoint).
It's OK to use file to discuss units of storage or file management or to refer to files of
mixed types.
file attributes
Article • 06/24/2022
Use lowercase for file attributes such as hidden, system, read-only, and archive.
File Explorer
Article • 06/24/2022
Use instead of Windows Explorer. Don't use an article, such as the, to precede File
Explorer. Don't shorten to Explorer.
file name
Article • 06/24/2022
Two words as an adjective or a noun when referring to the name of a file. Don't
hyphenate.
Usually one word when referring to a programming term, such as the FileName
property.
Example
Set the FileName property before you set an initial file name.
file name extension, extension
Article • 06/24/2022
Use instead of file extension.
Examples
the .bak extension
the .bak file name extension
finalize
Article • 06/24/2022
Don't use. Use finish or complete instead.
find and replace
Article • 06/24/2022
Use find and replace as separate verbs, not as a single verb phrase. Don't use find and
replace or find-and-replace as a noun or an adjective.
Examples
Find the word gem, and replace it with diamond.
Search through your document, and replace cat with dog.
Don't use global to describe finding and replacing. Use all instances or all occurrences
instead.
Examples
Find all occurrences of the word gem, and replace it with diamond.
Search through your document, and replace all instances of cat with dog.
Use find characters and replacement characters to describe what the customer enters
into a find or replace box.
first line, first-line
Article • 06/24/2022
Two words as a noun. Hyphenate as an adjective.
Examples
The XML declaration typically appears as the first line in an XML document.
Help your first-line workers to perform more efficiently.
fitness band
Article • 06/24/2022
See Computer and device term collection
fixed disk
Article • 06/24/2022
See Computer and device term collection
flick
Article • 06/24/2022
See Touch and pen interaction term collection
flush, flush to
Article • 06/24/2022
In content for a general audience, don't use flush, flush to, flush left, or flush right to
describe text alignment. Instead, use even, left-aligned, or right-aligned, as appropriate.
In content for a technical audience, it's OK to use flush as a verb, for example, flush the
buffer.
flyout
Article • 06/24/2022
Don’t use in content for a general audience. Instead, describe what the customer needs
to do.
It’s OK to use flyout as an adjective in content for a technical audience if you need to
describe a transient UI element that displays settings or information related to what the
customer is doing.
Examples
flyout menu
flyout message
flyout control
Avoid using flyout as a noun (for example, “the flyout appears”). Don’t use as a verb (for
example, “the menu will fly out”).
folder, folder icon
Article • 06/24/2022
In general, try not to talk about UI. Instead, talk about what the customer should do.
In content about Windows, use folder to refer to a container for files and other folders.
Use directory only in content for developers when you need to refer to the structure of
the file system or to match the API. For MS-DOS, use directory.
Use folder icon to describe the visual representation of a folder. Don't use directory icon.
Note Not all folders contain files or other folders. For example, the Printers and Control
Panel apps are also folders. Describe the nature of the folder, if necessary.
In instructions, use bold formatting for the folder name if you're directing the customer
to select, type, or otherwise interact with the name.
Examples
You can find the file on your hard drive in C:\Windows\System\Color.
You can find the file on X:\Windows\System\Color.
You can find the file in the Color folder.
The system files are in the System subdirectory in the Windows directory.
Select the Windows folder.
Select Documents, and then select the file you want.
See also Describing interactions with UI, Formatting text in instructions
following
Article • 06/24/2022
Use following to introduce art, a table, or, in some cases, a list.
Example
The following table compares the different rates.
If following is the last word before what it introduces, follow it with a colon.
See also
earlier
later
Lists
font, font style
Article • 06/24/2022
Use font, not typeface, for the name of a typeface design such as Times New Roman or
Segoe UI.
Use font style, not type style, to refer to the formatting, such as bold, italic, or small caps,
and font size, not type size, for the point size, such as 12 points or 14 points.
When referring to bold formatting, use bold, not bolded, boldface, or boldfaced. When
referring to italic formatting, use italic, not italics or italicized.
Example
Select the bold characters, and then select Bold to remove bold formatting.
In writing for customers, use regular type to describe type that's neither bold nor italic.
For information about when to use various font styles, see Text formatting.
foo, foobar, fubar
Article • 06/24/2022
Don't use fubar.
Don't use foo, foobar, or related words in content for a general audience. It's OK to use
these words as placeholders or variable names in content for a technical audience, but if
you can, use another placeholder instead, such as Example.exe.
footer
Article • 06/24/2022
In content related to word-processing and publishing apps, use instead of bottom
running head or running foot when discussing page layout. It's OK to use running foot as
a synonym in keyword lists.
See also header
foreground program
Article • 06/24/2022
In content for a technical audience, use instead of foreground process.
format, formatted, formatting
Article • 06/24/2022
Use format to refer to the overall layout or pattern of a document.
Use formatting or formatted to refer to specific character formatting, paragraph
formatting, and other types of formatting.
See also font, font style
fourth-generation language
Article • 06/24/2022
Spell out on the first mention. On subsequent mentions, it's OK to abbreviate as 4GL.
frameset
Article • 06/24/2022
Use only in content for developers.
Use frames to refer to the independently scrollable regions on a webpage.
Use frameset document to describe the HTML document that describes the frame layout
in a frames page.
Use frames page to describe the page itself, but don't use this term in content for a
general audience. In general discussions, use frames.
freeze, frozen
Article • 06/24/2022
Don't use freeze as a synonym for stop responding. Don't use frozen to describe the
resulting state.
See also stop, stop responding
friendly name
Article • 06/24/2022
Don't use. Use display name instead to refer to a person's name as it appears in an
address or email list.
from vs. on
Article • 06/24/2022
Use from to indicate a specific place or time as a starting point.
Examples
Paste the text from the clipboard.
From the time you set the clock, the alarm is active.
Use on to indicate the starting place for selecting a command or option.
Example
On the File menu, select Open.
front end, front-end
Article • 06/24/2022
In content for a general audience, don't use as a synonym for the desktop interface to a
database or server. Instead, refer to the program by name, or use interface, program,
app, or another specific and accurate term instead. It's OK to use these terms in content
for a technical audience.
Two words as a noun. Hyphenate as an adjective.
full screen, full-screen
Article • 06/24/2022
Two words as a noun. Hyphenate as an adjective before a noun.
Examples
full-screen display
To make the display full screen ….
Full screen (in the UI)
function
Article • 06/24/2022
Don't use to mean application programming interface (API).
Don't use API to mean function.
Examples
A RESTful API uses HTTP requests to get, put, post, and delete data.
Every C++ program has at least one function, which is main().
gallery
Article • 06/24/2022
Don't use to mean a marketplace or store.
It's OK to use gallery to refer to a collection of pictures, charts, graphics, templates,
components, or other items that the customer can select from. Use the verb select for
items in a gallery.
Example
Select a picture from the gallery.
See also store, marketplace, gallery
game pad
Article • 06/24/2022
Two words.
garbage collection, garbage collector
Article • 06/24/2022
OK to use in content for a technical audience to refer to the automatic recovery of heap
memory or to the automatic deletion of objects that the runtime environment
determines are no longer being used.
Use garbage collector to describe the component of a runtime environment that
performs garbage collection.
General Data Protection Regulation
(GDPR)
Article • 06/24/2022
Capitalize and spell out on the first mention.
Include the when used as a noun. When General Data Protection Regulation or GDPR is
used as an adjective, include the if the syntax of the sentence requires it.
Examples
Compliance with the General Data Protection Regulation (GDPR) is an ongoing process.
Compliance with the GDPR begins with a few key steps.
Learn how Microsoft products and services can help you on the road to GDPR
compliance.
general protection fault, GP fault
Article • 06/24/2022
Spell out on the first mention. On subsequent mentions, it's OK to abbreviate as GP
fault.
gigabit, Gbit
Article • 06/24/2022
See Bits and bytes term collection
gigabyte, GB, G, G byte, Gbyte
Article • 06/24/2022
See Bits and bytes term collection
GB is also the abbreviation for Great Britain (England, Scotland, and Wales). Don't use
United Kingdom (UK), Great Britain (GB), and England interchangeably.
gigahertz, GHz
Article • 06/24/2022
See Units of measure term collection
given
Article • 06/24/2022
Don't use to mean specified, particular, or fixed.
Examples
Look in the specified folder.
Use the Find command to search for all occurrences of a specific word.
The meeting is always at a particular time.
global
Article • 06/24/2022
It's OK to use global to mean worldwide.
In content for a technical audience, use global to refer to:
Memory that's accessible to more than one process.
A variable whose value can be accessed and modified by any statement in a
program. This is called a global variable.
Similar elements that pertain to an entire program.
Don't use global to describe the process of finding and replacing. Instead, describe the
action or use all instances or all occurrences.
Examples
Use the Find and Replace commands to find all occurrences of specific text and replace
it with different text.
The manufacturer is using Office 365 to expand its global supply chain.
See also worldwide vs. international
glyph
Article • 06/24/2022
Don't use to refer generically to a graphic or pictorial image on a button, on an icon, or
in a message box. Use symbol instead. It's OK to use glyph in a technical discussion of
fonts and characters.
go to
Article • 06/24/2022
See Describing interactions with UI
graphic, graphics, graphical
Article • 06/24/2022
As a noun, use graphic to refer to a picture, display, chart, or other visual representation.
Use graphics to refer in general to pictures, displays, charts, and other visual
representations using computers. For example, graphics software.
Most of the time, use graphical as an adjective. Use graphic as an adjective only to mean
vivid or realistic or in the phrase graphic arts.
Examples
To import a graphic from another file, select Picture.
Select the graphics file you want to open.
The image is graphic and accurate.
This course provides graphic design basics.
The graphical UI simulates a coliseum.
graphics adapter
Article • 06/24/2022
Don't use. Use video card instead.
gray, grayed out
Article • 06/24/2022
Most of the time, talk about the actions that customers should take.
Don’t use gray or grayed out to describe commands or options that are in an unusable
state—use not available or isn’t available instead. Use appears dimmed if you must
describe their appearance. Use shaded to describe the appearance of checkboxes that
represent a mixture of settings.
Examples
The command isn’t available until you select text.
If the option appears dimmed, it's not available.
Selected effects appear shaded.
See also disable, disabled, unavailable
greater, better
Article • 06/24/2022
Don't use greater or better to mean or later when identifying multiple versions of
programs or apps.
See later
greylist
Article • 06/24/2022
Note spelling.
Use only to discuss the spam-reduction technique in which mail from an unknown
sender is rejected by the server, and an SMTP response tells the client to try again later.
gridline
Article • 06/24/2022
One word.
group box
Article • 06/24/2022
Two words.
Most of the time, avoid talking about specific UI elements. Instead, talk about what the
customer needs to do.
When you need to refer to a group box for a general audience, don't include the words
group box. Just refer to the name of the group box.
Example
Under Effects, select Hidden.
It's OK to use group box in content for a technical audience.
See also Describing interactions with UI, Formatting text in instructions
group, newsgroup
Article • 06/24/2022
Use newsgroup, not group, to refer to an internet discussion group that focuses on a
particular topic.
grow
Article • 06/24/2022
Don't use as a verb meaning to increase the size of something. Use a more specific verb.
Examples
If you want to increase your business ....
To extend the selection ....
hack, hacker
Article • 06/24/2022
See Security term collection
half inch
Article • 06/24/2022
Hyphenate as an adjective. Use instead of half an inch or one-half inch. When space is
limited or the measurement needs to be specific, use 0.5 in.
Global tip Be careful when using abbreviations or acronyms that form English words.
Machine translation might incorrectly translate the abbreviation in. as the word in.
See also Units of measure term collection
handheld, handheld device
Article • 06/24/2022
See Computer and device term collection
handle
Article • 06/24/2022
When you use handle to describe a token that's temporarily assigned to a device or
object to identify and provide access to the device, insert a space between the word
handle and the sequential number.
Examples
handle 0
handle 1
handle 2
To describe a handle in UI that the customer uses to move or size an object, use move
handle or sizing handle. Don't use size handle, grab handle, little box, or similar phrases.
handshake
Article • 06/24/2022
One word. In content for a general audience, briefly define the term on the first
mention.
Example
Systems must use the same flow-control (or handshake) method. To determine whether
the systems use the same handshake method ....
hang
Article • 06/24/2022
Don't use.
Use stop responding to describe a situation in which a program encounters a problem
and can’t close itself. (It's OK to mention hang to support search engine optimization.)
Example
If the application stops responding, or hangs, you might have to restart your computer.
Use close to describe the action a program takes to close itself when it has encountered
a problem and can’t continue.
Note Sometimes the computer itself stops responding, and sometimes a program does.
In messages, refer to the problem with precision and specificity.
See also stop, stop responding
hard copy
Article • 06/24/2022
Two words. Use only as a noun.
Example
Scan a hard copy of a document and save it as a file.
Don't use soft copy.
hard drive
Article • 06/24/2022
See Computer and device term collection
hard-code, hard-coded, hard-coding
Article • 06/24/2022
Always hyphenate.
OK to use in content for a technical audience when writing about a routine or program
that uses embedded constants (in place of more general input). Don't use in content for
a general audience.
hard-of-hearing
Article • 06/24/2022
See Accessibility term collection
hardwired
Article • 06/24/2022
One word. Don't use in content for a general audience.
HDMI (High-Definition Multimedia
Interface)
Article • 06/24/2022
Use only as an adjective.
Use the abbreviation HDMI most of the time. It’s OK to spell out in parentheses on the
first mention.
Use an as an article with HDMI.
Examples
This monitor requires an HDMI cable.
Connect the HDMI cable to the HDMI port on your TV.
header
Article • 06/24/2022
In content related to word-processing and publishing apps, use instead of running head
when discussing page layout. It's OK to use running head for clarification or as a
keyword.
Don't use header as a synonym for heading.
In technical content, it's OK to use header as a short form of file header, as in HTML
header.
Don't use header as a synonym for header file, which refers to the file at the beginning
of a program that contains definitions of data types and variables used by the program's
functions.
See also footer
heading
Article • 06/24/2022
Use instead of head or header to refer to the heading of an article or a section.
See also Headings
hearing-impaired
Article • 06/24/2022
See Accessibility term collection
Help
Article • 06/24/2022
Most of the time, use just Help. Don't use online Help unless you need to describe the
Help system. Capitalize when referring to a Help system within a product.
It's OK to use definition Help, context-sensitive Help, and online Help files to describe the
Help system itself or to explain how to develop a Help system.
Example
Word Help
he/she
Article • 06/24/2022
Don't use.
See Bias-free communication
hexadecimal
Article • 06/14/2023
Don't abbreviate as hex. Use h or 0x when abbreviating a number. Don't insert a space
between the number and h, and use all uppercase for alphabetical characters displayed
in hexadecimal numbers.
Examples
Interrupt 21h
addresses greater than 0xFFFE
For the hexadecimal color value, enter #FF0000.
hierarchical menu
Article • 06/24/2022
Don't use. Use submenu if you need to emphasize how the menu works as a feature.
Better yet, avoid talking about UI. Instead, talk about what the customer wants to do.
It's OK to use hierarchical menu when you need to explain types of menus to a technical
audience.
Examples
On the Edit menu, point to Clear, and then select the item you want to clear.
Select Edit, point to Clear, and then select the item you want to clear.
higher
Article • 06/24/2022
Don't use or higher to mean or later to refer to multiple versions of software.
It's OK to use higher to refer to display resolution.
Don't use higher to refer to processor speed. Use faster instead.
Examples
1920 × 1200 pixels or higher resolution
a processer speed of 2.5 gigahertz (GHz) or faster
See later
high-level-language compiler
Article • 06/24/2022
Hyphenate as shown.
high-quality
Article • 06/24/2022
Don’t use quality by itself as an adjective. Always use high-quality.
high-resolution
Article • 06/24/2022
Always hyphenate. Don’t abbreviate as hi-res.
hint
Article • 06/24/2022
Don't use hint as a heading for a type of note. Use tip instead.
hit
Article • 06/24/2022
Don't use to refer to pressing a key. Use select instead.
Use page view or page request, not hit, to refer to the number of times a complete
webpage, with all its associated files, has been downloaded. It's OK to use hits to refer to
the number of times a file that's part of a webpage has been retrieved. A single page
view can result in many hits.
See Describing interactions with UI
home directory
Article • 06/24/2022
Don't use.
In content for developers, use root directory to refer to the starting point in a
hierarchical file structure. In Windows, the root directory is indicated by a backslash (\).
In all other content, use top-level folder.
See also root directory
home, home page
Article • 06/24/2022
Use home to refer to the main page of a website or the page a browser displays upon
opening. Capitalize Home only when it’s used as a UI label or in references to a UI label.
Use home page, two words, in generic references if needed for clarity.
Examples
Select Home to return to the main portal page.
Use Settings to choose the home page you want to see when the browser opens.
Don't use start page.
honeypot
Article • 06/24/2022
Don't use.
In content that's specifically about network decoy technology, try to write around the
reference. If you can't, define the term on the first mention.
host name
Article • 06/24/2022
Two words unless you're referring to a programming element, such as the HostName
property.
hosted service
Article • 06/24/2022
See Cloud-computing term collection
hosting provider
Article • 06/24/2022
See Cloud-computing term collection
hot key
Article • 06/24/2022
See Keys and keyboard shortcuts term collection
hot link
Article • 06/24/2022
Don't use to describe a connection that enables information in related databases or files
to be updated when information in another database or file is changed.
Don't use to refer to a link.
See also hyperlink
hot spot, hotspot
Article • 06/24/2022
Don't use to refer to a link.
In content for a technical audience, use two words to refer to the specific pixel on the
pointer that defines the exact location to which a user is pointing.
Use one word when referring to a site that offers internet access over a wireless LAN.
Use one word when referring to programming elements, such as the elements of the
HotSpot class, or to match UI.
See also hyperlink
hover over, hovering
Article • 06/24/2022
See Mouse and mouse interaction term collection
how to, how-to
Article • 06/24/2022
Don’t use how-to as a noun. Always hyphenate as an adjective. Never capitalize the t in
to.
Examples
how-to book
how-to article
How to add an article to the library
(Title-style capitalization) Writing a How-to Article
HTML
Article • 06/24/2022
Don't spell out. If you have a reason to spell out, use Hypertext Markup Language.
HTTP, HTTPS
Article • 06/24/2022
Don’t spell out unless you're discussing protocols or URLs, and your audience might be
unfamiliar with the abbreviation. When you have a reason to spell out, use Hypertext
Transfer Protocol for HTTP and Hypertext Transfer Protocol Secure for HTTPS.
Use all uppercase when referring to the HTTP or HTTPS protocol itself. In general, omit
https:// and https:// from URLs. If for some reason you need to include https:// or https://
as part of a URL, use all lowercase.
See also URLs and web addresses
hybrid cloud
Article • 06/24/2022
See Cloud-computing term collection
hyperlink
Article • 06/24/2022
Use hyperlink or link to describe text or a graphic that readers can select to go to
another document, to another place within the same document, or to a webpage. Use
hyperlink to refer to a UI element labeled hyperlink.
Don't use hot spot, hot link, or shortcut to refer to a link.
Use go to to describe the process of going to another document, place, or webpage.
Don't use click or click on.
Use create to describe writing the HTML code that forms the link.
In content for web designers, it's OK to use followed link to refer to a destination that
the reader has already visited. Don't use in content for other audiences.
Examples
Select the link to go to another webpage.
On the Insert tab, select Hyperlink in the Links group.
See also URLs and web addresses, Describing interactions with UI
icon
Article • 06/24/2022
Use only to describe a graphic representation of an object that a customer can select
and open, such as a drive, folder, document, or app.
Don't use icon to describe graphical dialog box options or options that appear on
ribbons, toolbars, toolboxes, or other areas of a window. For options that have graphics
rather than text labels, use the most descriptive term available, such as button, box, or
checkbox. To refer to the graphic itself, if there's no other identifying label, use symbol,
as in warning symbol.
When referring to an icon, use bold formatting for the icon name. In instructions, use
the name of the icon and its image, but don't use the word icon.
Example
Select Xbox .
It's OK to use the word icon:
In content that teaches beginning Windows skills.
When you don't have an image of the icon.
In discussions about the icon itself.
When you need to differentiate between the Start icon and the Start button (a rare
occurrence).
Example
Most apps have their own settings. Look for this icon in the app.
iconize
Article • 06/24/2022
Don't use. Use shrink to an icon or minimize instead.
i.e.
Article • 06/24/2022
Don't use. Use that is instead.
if vs. whether vs. when
Article • 06/24/2022
Use if to express a condition, use whether to express uncertainty, and use when for
situations that require preparation or to denote the passage of time.
In informal writing for the web, it's OK to use if to express uncertainty. Don't use
whether or not to express uncertainty.
Examples
If you don't know whether a network key is needed, contact your network administrator.
Use your BitLocker recovery key to sign in if you're locked out of your computer after
too many failed password attempts.
When Setup is complete, restart your computer.
To find out whether TrueType fonts are available ….
(Informal) To find out if TrueType fonts are available ….
Save a webpage to view it later, even if you're not connected to the internet.
illegal
Article • 06/24/2022
Don't use to mean invalid or not valid.
Examples
The queue path name is not valid.
You can't compose chords while a segment is playing.
See also invalid, not valid
image map
Article • 06/24/2022
Two words unless you're referring to a programming map such as the elements of the
ImageMap class.
imbed
Article • 06/24/2022
Don't use. Use embed instead.
impact
Article • 06/24/2022
Use only as a noun. As a verb, use affect or another synonym.
inactive, inactive state
Article • 06/24/2022
Don't use in content for a general audience. Describe what the customer needs to do in
simpler terms.
In content for a technical audience, use instead of not current to refer to windows, apps,
documents, files, devices, or portions of the screen that are available but not currently in
use.
inbound
Article • 06/24/2022
Don't use to describe email being delivered. Use incoming instead.
It's OK to use inbound and outbound to describe marketing tactics.
incoming, outgoing
Article • 06/24/2022
Use to refer to email messages that are being downloaded or sent. Don't use inbound
and outbound.
increment
Article • 06/24/2022
In content for developers and IT pros, use increment as a verb only to mean increase by
one or by a specified interval. As a noun, use increment to refer to the specified interval.
In other content, it's OK to use increment as long as the meaning is clear.
indent, outdent
Article • 06/24/2022
Use indent to refer to a single instance of indentation. For example, use hanging indent,
nested indent, negative indent, or positive indent.
Use indentation to refer to the general concept.
Don't use outdent.
Don't use indenting or outdenting into the margin. Use extending text into the margin or
indenting to the previous tab stop instead.
index, indexes, indices
Article • 06/24/2022
Use indexes as the plural form of index. Use indices only in the context of mathematical
expressions.
info
Article • 06/24/2022
It's OK to use info as an abbreviation for information in content with an informal tone.
Global tip The abbreviated form isn't available in all languages, so allow enough space
for the full translated term in localized content.
infrastructure as a service (IaaS)
Article • 06/24/2022
See Cloud-computing term collection
initialize
Article • 06/24/2022
Don't use to mean start a program or app or turn on a device.
It's OK to use initialize to refer to preparing a disk or device for use or setting a variable
to an initial value.
See also start, restart, turn on, turn off
initiate
Article • 06/24/2022
Don't use to mean start a program or app.
See Describing interactions with UI
inline
Article • 06/24/2022
One word. Don't hyphenate.
Use inline styles to describe styles embedded in tags using the STYLE parameter, which
override styles in cascading style sheets.
input
Article • 06/24/2022
Don't use as a verb. Use enter or another appropriate verb instead.
In content for a general audience, don't use as a noun to mean data or values entered
into an app.
Examples
Existing characters move to the right as you enter new text.
To verify the text that you entered ….
(Technical audience) Windows Presentation Foundation provides an API for obtaining
input from a variety of devices.
See also Describing interactions with UI
input/output, I/O, input/output control
Article • 06/24/2022
Avoid input/output in content for a general audience. If you must use it, spell out on the
first mention, and then abbreviate as I/O.
In content for a technical audience, you don't need to spell out on the first mention.
Use input/output control only in content for a technical audience. Always spell out on the
first mention. On subsequent mentions, it's OK to abbreviate as I/O control or IOCTL.
insecure
Article • 06/24/2022
Don't use to mean not secure.
inside
Article • 06/24/2022
Use instead of inside of.
Example
To change the margins inside the text box ....
install
Article • 06/24/2022
Use install to describe adding apps, hardware, and drivers to a device. Don't use
download. Use uninstall to describe removing them.
Don't use install as a noun. Use installation instead.
See also add
instant message, IM
Article • 06/24/2022
Spell out instant message or instant messaging on the first mention if your audience
might not be familiar with the abbreviation. After that, it's OK to use IM as a noun or
modifier.
Don't use instant message or IM as a verb. Use send an instant message or send an IM
instead.
Exception
In mobile UI content or to form a parallel construction with another one-word phrase,
it's OK to use IM as a verb. For example, tap a name to call or IM someone.
Examples
To send an instant message, select Send IM on the toolbar.
Customize instant messaging features based on your friends, family, and work contacts.
Global tip The abbreviated form isn't available in all languages, so allow enough space
for the full translated term in localized content.
See also message
instantiate
Article • 06/24/2022
Don't use. Use create an instance of (a class) instead. If you have a reason to use
instantiate, its direct object must be the name of a class or a general reference to
classes. You instantiate a class, not an object.
insure, assure, ensure
Article • 06/24/2022
Ensure, insure, and assure are interchangeable in many situations. To improve worldwide
readability, Microsoft style makes these distinctions:
Use ensure to mean to make sure or to guarantee.
Use insure to mean to provide insurance.
Use assure to mean to state positively or to make confident.
intelligence, intelligent technology
Article • 06/24/2022
See AI and bot term collection
interface
Article • 06/24/2022
Use only as a noun, as in user interface and application programming interface. Use
interface by itself only if the context is clear.
For a general audience, it's OK to use UI or API after spelling out on the first mention.
For a technical audience, it's not necessary to spell out those terms on the first mention.
Don't use interface as a verb. Use interact or communicate instead.
Examples
The familiar interface helps to minimize training requirements.
With Skype for Business, you can communicate with your team from wherever you are.
internet, intranet, extranet
Article • 06/24/2022
Use internet to refer to the worldwide collection of networks that use open protocols
such as TCP/IP to communicate with one another. Don't capitalize.
Use intranet to refer to a communications network based on web technology but that's
available only to certain people, such as the employees of a company. Don't capitalize.
Use extranet to refer to an extension of an intranet that uses internet protocols to give
authorized outside users limited access to the intranet. Don't capitalize.
Internet Connection Sharing
Article • 06/24/2022
Capitalize. Always spell out; don't abbreviate to ICS.
Internet Explorer
Article • 06/24/2022
Capitalize. Always spell out; don't abbreviate.
Internet of Things (IoT)
Article • 06/24/2022
Note the capitalization. Spell out on the first mention unless you're sure that your
audience knows the term or IoT appears as part of a Microsoft product name. On
subsequent mentions, use the abbreviation IoT.
Include the with the spelled-out term but not the acronym.
Examples
The Internet of Things (IoT) is reshaping every industry from manufacturing to medicine.
And although IoT is a complicated endeavor, new innovations are making projects easier
to deploy.
Learn how to use Microsoft Azure IoT Hub to connect, monitor, and control billions of
Internet of Things assets.
internet service provider (ISP)
Article • 06/24/2022
Spell out on the first mention. Lowercase the spelled-out term.
Use to refer to an organization that provides customers with internet access for activities
such as web browsing, email, and newsgroups.
invalid, not valid
Article • 06/24/2022
Both terms are OK to use, but try to use more specific terms instead.
Global tip Use not valid instead of invalid if possible because machine translation might
not translate invalid correctly.
Examples
There are several reasons why a product key might not be valid.
The FileType you specified is too long. The FileType must begin with a period and can be
1 to 64 characters long.
invite
Article • 06/24/2022
Invite can be used as a noun or a verb.
An invite is used to request an individual’s virtual participation in a meeting,
organization, or an event.
Examples
The working group will invite other stakeholders to weigh in on the proposal.
Send an invite that includes dial-in conferencing.
invoke
Article • 06/24/2022
Don't use in content for a general audience.
In content for a technical audience, it's OK to use invoke to refer to a function, process,
or similar element.
IP address
Article • 06/24/2022
Don't spell out.
issue
Article • 06/24/2022
Don't use as a verb. Describe what's happening, or use a more specific verb instead.
Example
Windows displays an error message.
Don't use as a synonym for problem.
Example
Outlook has run into a problem and needs to restart.
IT pro, IT professional
Article • 06/24/2022
Use IT pro, not IT professional. Note capitalization. Don't spell out information technology
—always use IT.
italic
Article • 06/24/2022
Use only as an adjective, not as a noun. Don't use italics or italicized.
Examples
To make the selected characters italic, select Ctrl+I.
The characters are displayed in italic type.
In writing for customers, use regular type to describe type that's neither bold nor italic.
its vs. it's
Article • 06/24/2022
Proofread your work to be sure you've used the correct word.
Its is a possessive form meaning belonging to it.
It's is the contraction meaning it is or it has.
Examples
It's OK to switch to another webpage anytime—your changes are saved automatically.
After you remove your device from its box ....
Java, JScript, JavaScript
Article • 06/24/2022
Use Java to refer to the object-oriented programming language developed by the Sun
Corporation.
Use JScript to refer to the Microsoft implementation of the ECMAScript scripting
language specification, an open standard.
Use JavaScript to refer to the widely used web-based programming language, under the
Oracle trademark.
join
Article • 06/24/2022
Don't use to mean embed.
In discussions about databases and related products, use join only to refer to a
relationship or association between fields in different tables.
Examples
If you join numeric fields that don't have matching FieldSize property settings, Microsoft
Access might not find all the matching records when you run the query.
When you add fields from both tables to the query design grid, the default, or inner, join
tells the query to check for matching values in the join fields.
To embed one object into another, select Paste on the Edit menu.
joystick
Article • 06/24/2022
See Computer and device term collection
jump
Article • 06/24/2022
Don't use as a noun to refer to cross-references to other pages or to links.
Don't use as a verb to refer to going from one link to another. Use go to instead.
justify, justified
Article • 06/24/2022
Don't use as a synonym for aligned. Justified text is text that is both left-aligned and
right-aligned. To describe alignment on one margin only, use left-aligned or right-
aligned, not left-justified or right-justified.
If your content has an index or a glossary that includes articles about alignment, include
justify in the index or glossary with cross-references to align, left align, and right align, as
appropriate.
See also left align, left-aligned, right align, right-aligned
Kerberos protocol
Article • 06/24/2022
Always use Kerberos as an adjective (Kerberos protocol), not as a noun (Kerberos).
On the first mention, indicate what version or versions of the Kerberos protocol you're
referring to.
Example
Windows Server 2012 implements the Kerberos version 5 authentication protocol.
key combination
Article • 06/24/2022
See Keys and keyboard shortcuts term collection
key performance indicator (KPI)
Article • 05/09/2023
Spell out on the first mention and include the abbreviation in parentheses immediately
following the expanded form. Lowercase the spelled out term.
On subsequent mentions on the same screen or pane, or in the same topic, article or
flow, it’s OK to use the abbreviation KPI.
In UI, if the full term cannot be spelled out due to space constraints, it’s OK to
abbreviate on the first mention. If possible, use the spelled out term somewhere else
within the same flow for context.
See also key result (KR), objectives and key results (OKR)
key result (KR)
Article • 05/09/2023
Spell out on the first mention and include the abbreviation in parentheses immediately
following the expanded form. Lowercase the spelled out term.
On subsequent mentions on the same screen or pane, or in the same topic, article or
flow, it’s OK to use the abbreviation KR.
See also key performance indicator (KPI), objectives and key results (OKR)
key sequence
Article • 06/24/2022
See Keys and keyboard shortcuts term collection
keyboard shortcut
Article • 06/24/2022
See Keys and keyboard shortcuts term collection
keypad
Article • 06/24/2022
See Keys and keyboard shortcuts term collection
keypress, keystroke
Article • 06/24/2022
See Keys and keyboard shortcuts term collection
kilobit, Kbit
Article • 06/24/2022
See Bits and bytes term collection
kilobits per second, Kbps
Article • 06/24/2022
See Bits and bytes term collection
kilobyte, KB, K, K byte, Kbyte
Article • 06/24/2022
See Bits and bytes term collection
For information about using K as an abbreviation for thousand, see Numbers.
kilobytes per second, KBps
Article • 06/24/2022
See Bits and bytes term collection
kilohertz, KHz
Article • 06/24/2022
See Units of measure term collection
knowledge base, Knowledge Base
Article • 06/24/2022
Use title-style capitalization to refer to the Microsoft Knowledge Base. (You don't need
to precede Knowledge Base with the company name.)
Otherwise, use lowercase for generic references to a knowledge base, or expert system.
labeled, labeling
Article • 06/24/2022
Use one l, not two.
laptop
Article • 06/24/2022
See Computer and device term collection
later
Article • 06/24/2022
If possible, use a link to help readers find information elsewhere in the content. If you
can't use a link, use later instead of below in cross-references such as later in this article.
It's OK to use or later or and later to refer to multiple versions of software. Keep in mind
that the phrases and later and or later might imply that the functionality or feature
discussed will be included or supported in all future releases. If you're not sure, list each
applicable version instead.
Examples
Internet Explorer 7 or later, Firefox 3.6 or later
Windows 7, Windows 8, Windows 8.1, Windows 10, and later.
Download and install the Power BI publisher for Excel to use with Microsoft Excel 2010
or later versions.
See also earlier
launch
Article • 06/24/2022
Don't use to mean opening an app or form. Use open instead.
Examples
Select a tile to open an app.
Select Register to open the registration form.
See also Describing interactions with UI
lay out, laid out, layout
Article • 06/24/2022
In formatting discussions:
Use lay out as a verb to describe positioning elements on a page.
Use laid out as a verb in the past tense.
Use layout to describe the result of laying out elements on a page.
Examples
Lay out complex information in a table to make it easier to read.
Add formatting to your table after it's laid out.
A table layout clarifies complex information.
leading
Article • 06/24/2022
Use instead of preceding or beginning in phrases such as leading slashes or leading
spaces, which might occur at the beginning of strings, parameters, or other values.
Leading in this context is the opposite of trailing.
leave
Article • 06/24/2022
Don't use to refer to closing an app or program. Use close instead.
See Describing interactions with UI
left, leftmost, left-hand
Article • 06/24/2022
Don't use left as a directional term by itself. Instead, use a term such as upper left, lower
left, leftmost, or on the left side of. Include a hyphen when you use left to modify a noun,
as in upper-left corner. Don't use left-hand as a modifier.
Accessibility tip Don't use directional terms (left, right, up, down) as the only clue to
location. Individuals with cognitive disabilities might have difficulty interpreting them, as
might people who are blind and use screen-reading software. It's OK to use a directional
term if another indication of location, such as in the Save As dialog box, on the Standard
toolbar, or in the title bar, is also included. Directional terms are also OK to use when a
sighted user with dyslexia can clearly see a change in the interface as the result of an
action, such as a change in the right pane when an option in the left pane is selected.
left align, left-aligned
Article • 06/24/2022
Use to refer to text that's aligned at the left margin. Always hyphenate left-aligned.
Don’t use left-justified.
See also justify, justified, right align, right-aligned
left justify, left-justified
Article • 06/24/2022
Don’t use. Use left-aligned instead.
See left align, left-aligned
left mouse button
Article • 06/24/2022
See Mouse and mouse interaction term collection
legacy
Article • 06/24/2022
Don't use to describe a previous version of a product. Use previous, former, earlier, or a
similar term instead. Be specific if necessary, especially when discussing compatibility
issues.
legal
Article • 06/24/2022
Use only to refer to matters of law. Don't use to mean valid, as in a valid action.
Example
Enter a valid path name.
less vs. fewer vs. under
Article • 04/11/2023
When comparing quantities:
Use less to refer to a mass amount, value, or degree.
Use fewer to refer to a countable number of items.
Don't use under to refer to a quantity or number.
Examples
The new building has less floor space and contains fewer offices.
The new building has fewer square feet of floor space and contains fewer offices.
Fewer than 75 members were present.
Less than a quorum attended.
let, lets
Article • 06/24/2022
Don't use lets (or allows or enables) to refer to things that Microsoft or Microsoft apps
make possible for the customer. Instead, focus on what the customer wants to do.
Example
Present schedule information in a variety of ways using Microsoft Project.
leverage
Article • 06/24/2022
Don't use as a verb to mean take advantage of. Use take advantage of, use, or another
more appropriate word or phrase.
license terms
Article • 06/24/2022
See Microsoft Software License Terms
-like
Article • 06/24/2022
In general, don't hyphenate words ending with -like unless the root word ends in double
l's or the root word has three or more syllables.
Examples
maillike
bell-like
computer-like
To learn more about hyphenation, see Hyphens.
line
Article • 06/24/2022
Don't use to refer to a series of related Microsoft products or services. Use family
instead.
line of business, line-of-business
Article • 06/24/2022
Lowercase. Don’t hyphenate as a noun. Always hyphenate as an adjective. Don’t
abbreviate as LOB.
Examples
line-of-business app
In any line of business, …
link
Article • 06/24/2022
See hyperlink
list box
Article • 06/24/2022
Two words.
In general, avoid talking about UI. Instead, talk about what the customer needs to do.
When you need to help a customer interact with UI, refer to a list box by its label and
the word list, not list box. For the Mac, use pop-up list to refer to unnamed list boxes.
Examples
In the Background list, select Coffee Bean.
In the pop-up list, select Microsoft Excel. (Mac only)
See also Describing interactions with UI, Formatting text in instructions
load
Article • 06/24/2022
Don't use as a synonym for start, install, run, set up, or download.
In content for a technical audience, use load only to describe dynamically calling
graphics, documents, or installed programs or data, such as drivers, DLLs, scripts,
registry entries, and profiles, into RAM or a program's virtual memory. Use unload or
remove to refer to removing these items from memory.
For games, use load to refer to continuing gameplay at the last place that a game was
saved. Load game and Load saved game are typical button labels for game UI.
Examples
Load the device driver into the upper memory area.
Loading your personal settings ... (system status message)
When you sign in, the app loads your profile.
Run the program in character mode.
Setting up Office 365 (heading)
Download the e-book (link text)
When you're ready to play again, load your saved game.
See also download
lock
Article • 06/24/2022
See Security term collection
lock up
Article • 06/24/2022
Don't use to describe a hardware failure or a program or an operating system that has
stopped responding. Use fail instead for hardware, and stop responding for programs or
the operating system.
See also fail, stop, stop responding
log on, log off
Article • 06/24/2022
Don't use log in, login, log into, log on, logon, log onto, log off, log out, logout, or a similar
term unless it appears in the UI (and you're writing instructions).
Use sign in or sign out instead.
See sign in, sign out, connect
lower
Article • 06/24/2022
Don't use to indicate product version numbers. Use earlier instead.
See earlier
lower left, lower-left, lower right, lower-
right
Article • 06/24/2022
Hyphenate as adjectives. Use instead of bottom left and bottom right.
Accessibility note Don't use directional terms (left, right, up, down) as the only clue to
location. Individuals with cognitive impairments might have difficulty interpreting them,
as might people who are blind and use screen-reading software. It's OK to use a
directional term if another indication of location, such as in the Save As dialog box, on
the Standard toolbar, or in the title bar, is also included. Directional terms are also OK to
use when a sighted user with dyslexia can clearly see a change in the interface as the
result of an action, such as a change in the right pane when an option in the left pane is
selected.
lowercase
Article • 06/24/2022
One word. Don't use lowercased. Don't use as a verb.
When using lowercase and uppercase together, don't use a suspended hyphen (as in
upper- and lowercase). Spell out both words instead.
Examples
Change all the uppercase letters to lowercase.
Change the case of both lowercase and uppercase letters.
Microsoft uses sentence-style capitalization, meaning most words are lowercase.
low-resolution
Article • 06/24/2022
Always hyphenate. Don’t abbreviate as lo-res.
machine
Article • 06/24/2022
See Computer and device term collection
machine learning
Article • 06/24/2022
In general discussions, use lowercase. Use title-style capitalization to refer to named
services, such as Machine Learning API and Machine Learning Studio.
main document
Article • 06/24/2022
Use to describe the document that contains the unchanging material in a merged
document, such as a form letter. Don't use core document.
makefile
Article • 06/24/2022
One word. Use only in content for a technical audience.
malicious code
Article • 06/24/2022
See Security term collection
malicious user
Article • 06/24/2022
See Security term collection
malware, malicious software
Article • 06/24/2022
See Security term collection
management information systems
Article • 06/24/2022
Abbreviate as MIS. Most of the time, use IS for information systems instead, unless the
reference is specifically to management information systems.
manipulate
Article • 06/24/2022
Use work with, handle, or use instead.
marquee
Article • 06/24/2022
It's OK to use marquee to refer to the scrolling text feature on webpages. Don't use to
refer to the feature that draws a dotted line around a selection on the screen. Use
bounding outline instead.
See also bounding outline, dotted rectangle
master/slave
Article • 06/24/2022
Don't use master/slave. Use primary/replica or alternatives such as primary/secondary,
principal/agent, controller/worker, or other appropriate terms depending on the context.
Use primary/subordinate as an adjective. Refer to arrangements in which one device
controls another as a primary/subordinate arrangement, or refer to the controlling
device as the primary server and the controlled device as the subordinate server.
Don't use primary/subordinate as a synonym for parent/child.
Examples Each subordinate device has a unique 7-bit or 10-bit address. The architecture
uses a standard primary/subordinate design to replicate data from one server to many.
See also parent/child
mathematical
Article • 06/24/2022
Use instead of mathematic.
matrix, matrices
Article • 06/24/2022
Use matrices, not matrixes, as the plural form of matrix.
Maximize button, maximize
Article • 06/24/2022
Use the Maximize button to refer to the button, not just Maximize. Maximize as part of
the Maximize button is always bold. Don't use Maximize box or Maximize icon.
It's OK to use maximize as a verb.
Examples
Select the Maximize button.
To fill the screen, maximize the window.
Select .
medium, media
Article • 06/24/2022
Use medium, not media, as a singular subject. Ensure that the verb agrees with the
subject (that is, the medium is and the media are).
Use media to describe:
Materials or substances, such as fiber optic cable or wire, through which data is
transmitted.
Materials on which data is recorded or stored, such as magnetic disks, CDs, or
tapes.
The mass-communications industry and its practitioners, such as publishing and
broadcasting.
Journalists as a group, whether they're published in print or on the web, or
broadcast.
Don't use media as a shortened form of multimedia.
Examples
The media include online broadcasts as well as newspapers, magazines, radio, and
television.
The media covers computer industry news.
The medium used for many large computer programs is the DVD-ROM.
megabit, Mb, Mbit
Article • 06/24/2022
See Bits and bytes term collection
megabits per second, Mbps
Article • 06/24/2022
See Bits and bytes term collection
megabyte, MB, meg, M, M byte, Mbyte
Article • 06/24/2022
See Bits and bytes term collection
megahertz, MHz
Article • 06/24/2022
See Units of measure term collection
member function
Article • 06/24/2022
Don't use if you can correctly use method instead.
memory
Article • 06/24/2022
Always refer to a specific kind of memory, such as random-access memory (RAM), read-
only memory (ROM), or hard drive space.
Spell out RAM and ROM on the first mention unless you're positive that your audience is
familiar with the term.
In the noun forms that refer to memory measurements, use of in a prepositional phrase,
as in 512 MB of RAM.
Example
Here's what it takes to upgrade to Windows 10 on your PC or tablet:
Latest OS: Make sure you're running the latest version—either Windows 7 SP1 or
Windows 8.1 Update.
Find out which version you're running
Need the latest version? Download Windows 7 SP1 or Windows 8.1 Update.
Processor: 1 gigahertz (GHz) or faster processor or SoC
RAM: 1 gigabyte (GB) for 32-bit or 2 GB for 64-bit
Hard drive space: 16 GB for 32-bit OS or 20 GB for 64-bit OS
Graphics card: DirectX 9 or later with WDDM 1.0 driver
Display: 800 × 600
See also Bits and bytes term collection, Units of measure term collection
memory-resident
Article • 06/24/2022
Always hyphenate. Use memory-resident program, not TSR, in content for a general
audience.
In content for a technical audience, it's OK to use TSR as an abbreviation for terminate-
and-stay-resident.
menu item
Article • 06/24/2022
In general, avoid talking about the UI. Instead, talk about what the customer needs to
do. If you must refer to commands on menus in content for a general audience, call
them commands, not menu items.
In content for developers, it's OK to use menu items in the context of UI development.
See also Describing interactions with UI, Formatting text in instructions
message
Article • 06/24/2022
Don't use message as a verb. Use send, receive, email, text, or send an IM instead.
Use email, message, or email message to refer to an item sent or received using email.
Use text or text message to refer to an item sent or received using SMS.
To refer to an item sent or received using instant messaging, spell out instant message
on the first mention if your audience might not be familiar with the abbreviation. After
that, it's OK to use IM.
See also
email
instant message, IM
text, text message
metafile
Article • 06/24/2022
One word.
micro-
Article • 06/24/2022
In general, don't hyphenate words beginning with micro-, such as microprocessor and
microsecond, unless it's necessary to avoid confusion. When in doubt, check The
American Heritage Dictionary .
To learn more about hyphenation, see Hyphens.
microprocessor
Article • 06/24/2022
Use instead of processor to refer to the chip used in personal computers.
Microsoft
Article • 06/24/2022
Never abbreviate Microsoft. Don't use Microsoft's.
Examples
Microsoft software and services
Microsoft Surface
the Microsoft approach to diversity and inclusion
Exception To avoid awkward wording, it's OK to use Microsoft's occasionally when you're
referring to the company itself rather than the trademark or brand name.
Example
Microsoft's privacy policies
Include Microsoft the first time you mention a product or service name in body text.
When you list several product names, it's OK to include Microsoft before the first name
only.
Exceptions Never include Microsoft before Bing, Skype, Xbox, or Windows.
In general, focus on the customer, and avoid making Microsoft the subject of the
sentence. For example, say, "Learn about the options available for upgrading," not
"Microsoft offers a variety of options for upgrading." It's OK to use phrasing like we
recommend if it helps you avoid awkward wording like it's recommended.
When it's necessary for Microsoft to be the subject, choose the pronouns that best fit
your message.
When the tone is friendly, informative, or inspiring, use we and our.
Examples
We believe in what people make possible.
We recommend that you upgrade to the latest version of the service when it
becomes available.
In formal legal or business content, use it and its.
Example
Microsoft and its subsidiaries
Don't mix pronouns. Don't use we to refer to Microsoft and its as the possessive
pronoun.
Microsoft account
Article • 06/24/2022
Don't capitalize account.
Use Microsoft account to refer to the sign-in credentials (email address and password)
that give someone access to Microsoft services, such as Skype, Xbox Live, and
Outlook.com, and to products, such as Xbox consoles.
Don't use Microsoft account to refer to corporate domain accounts, which are used to
connect to corporate resources and services.
Microsoft account was formerly known as Windows Live ID.
Example
This contact info is from your Microsoft account. Friends who have it will be able to find
you on Skype. Would you like to add it?
Microsoft AI
Article • 06/24/2022
See AI and bot term collection
Microsoft Software License Terms
Article • 06/24/2022
When referring to the license agreement, use Microsoft Software License Terms, not End-
User License Agreement or EULA. On the first mention, use the full name. On subsequent
mentions, it's OK to shorten to license terms.
Don't use licensing terms.
Microsoft Store
Article • 06/24/2022
Use the full name Microsoft Store. Note the capitalization.
In general, don’t include the (the Microsoft Store) unless it's necessary to fix awkward
wording. Avoid it in marketing content.
Exceptions In the UI, it’s OK to omit Microsoft when space is limited, and it’s OK to
include the (the Microsoft Store, the Store) when it reads better.
Don’t use Windows Store or Xbox Store. Always use the singular Microsoft Store. Don’t
use Microsoft Stores.
Refer to a brick-and-mortar store as a location.
Example
Get it at a Microsoft Store location near you.
If your message applies only to a specific part or parts of Microsoft Store, add
descriptors if needed for clarity. The approved descriptors are:
Microsoft Store on Windows 10
Microsoft Store on Xbox One
Microsoft Store online
Microsoft Store location
When you use two descriptors, don’t repeat Microsoft Store.
Example
Microsoft Store on Windows 10 and Xbox One
If one of the references is to Microsoft Store online, put it first.
Example
Microsoft Store online and on Windows 10
midnight
Article • 06/24/2022
See Date and time term collection
million, M
Article • 06/24/2022
See Numbers
Minimize button, minimize
Article • 06/24/2022
Use the Minimize button to refer to the button, not just Minimize. Minimize as part of
the Minimize button is always bold. Don't use Minimize box or Minimize icon.
It's OK to use minimize as a verb.
Examples
Select the Minimize button.
Select .
minus sign (–)
Article • 06/24/2022
Use an en dash for a minus sign.
Exception In an example in which the customer must type a hyphen to represent a
minus sign, use a hyphen in the example and clarify which key should be selected.
See also Keys and keyboard shortcuts term collection
MIP mapping
Article • 06/24/2022
Two words. Note capitalization.
mission critical, mission-critical
Article • 06/24/2022
Two words. Hyphenate as an adjective.
Use business-critical or simply critical instead if you can. When necessary, it's OK to use
this term in a technical context to describe an application or business process.
mixed reality, mixed-reality
Article • 06/24/2022
Two words as a noun. Hyphenate as an adjective.
Examples
In mixed reality, digital information is represented by holograms that appear in the
space around you.
Use mixed-reality video calling to help you make better business decisions and reduce
costs.
mobile device, mobile phone
Article • 06/24/2022
See Computer and device term collection
monitor
Article • 06/24/2022
See Computer and device term collection
monospace
Article • 06/24/2022
One word.
more than vs. over
Article • 06/24/2022
Use more than to refer to quantifiable figures and amounts—things you can count.
Use over:
To refer to a position or location that's above something.
In a comparison in which more is already used.
Examples
The Design Gallery contains more than 16 million colors.
After you compress your drive, it will have over 50 percent more free space.
mouse
Article • 06/24/2022
See Computer and device term collection, Mouse and mouse interaction term collection
mouse over
Article • 06/24/2022
See Mouse and mouse interaction term collection
movable
Article • 06/24/2022
Note spelling. Don't use moveable.
move
Article • 06/24/2022
Use as a verb to describe transferring files or folders from one local location to another.
Use move or drag as a verb to describe moving any window.
See also Describing interactions with UI, upload
MPEG
Article • 06/24/2022
Don’t spell out. The extension for MPEG files is .mpg.
multi-
Article • 06/24/2022
In general, don't hyphenate words beginning with multi- unless it's necessary to avoid
confusion or multi- is followed by a proper noun. Check The American Heritage
Dictionary . If you don't find the word there or in the following list, use multiple before
the word instead. Don't invent new words by combining words with multi-.
Examples
multicast
multichannel
multicloud
multicolumn
multilevel
multiline
multilingual
multimedia
multiprocessor
multitasking
multiuser
To learn more about hyphenation, see Hyphens.
multifactor authentication
Article • 06/24/2022
When describing an authentication that uses more than one factor, use the term
multifactor authentication.
Don’t use multi-factor. Instead always use multifactor, without the hyphen.
Don’t use the abbreviated or acronym form of this term.
multiple selection
Article • 06/24/2022
Use to refer to a selection that includes multiple items. It's OK to use adjacent selection if
you must emphasize that the selected items are adjacent to one another.
Don't use disjoint selection, nonadjacent selection, or noncontiguous selection, except in
content for a technical audience, and only if the term appears in the UI or API. If you
need to refer to nonadjacent selected items, use multiple selection or list the specific
items.
multiplication sign (×)
Article • 06/24/2022
Use the multiplication sign (×), not the letter x, to indicate the mathematical operation.
Use an asterisk (*) if you need to match the UI.
Use × to mean by when you refer to screen resolution or dimensions.
Examples
48 × 48 pixels
The application icon should be 62 × 62 pixels and PNG format.
multitask, multitasking
Article • 06/24/2022
Don't use multitask as a verb. Multitasking is OK to use as a noun or an adjective.
Examples
A multitasking operating system divides the available microprocessor time among the
processes that need it.
Multitasking on Microsoft Surface is a snap.
multithreaded
Article • 06/24/2022
Use instead of multithread.
n
Article • 06/24/2022
Use a lowercase n in italic type to refer to a generic use of a number—when the value of
a number is arbitrary or immaterial.
Example
Move the cursor n spaces to the right.
Reserve a lowercase x in italic type for representing an unknown in mathematical
equations (a variable).
Global note Because n doesn't refer to the generic use of a number in all languages,
using n for this purpose might lead to mistranslation in machine-translated content.
See also x
namespace
Article • 06/24/2022
One word.
nanosecond
Article • 06/24/2022
See Date and time term collection
native language
Article • 06/24/2022
Don't use to refer to a computer system's machine language. Use machine language or
host language instead.
natural user interface, NUI
Article • 06/24/2022
Don't use natural user interface in content for a general audience. Don't abbreviate as
NUI.
navigate
Article • 06/24/2022
Don't use to describe going from place to place on the internet or an intranet. Use
browse instead.
To describe going directly to a webpage or website, whether by entering a URL or
selecting a link, use go to.
Examples
To browse the web, select any link on your home page.
To go to a webpage, enter the address of the page in the Address bar, and then select
Go.
Avoid referring to UI controls and buttons as navigation buttons and to webpages that
orient the customer as navigation topics or navigation pages. Most of the time, use
buttons, topics, and pages instead.
Don't use navigation pane unless the term appears in the UI. Use left pane instead if you
can.
need
Article • 06/24/2022
Use need to discuss a requirement or obligation; use want when the customer has a
choice of actions.
Example
If you want to use a laser printer, you need a laser printer driver.
.NET
Article • 06/24/2022
Note capitalization. Always begin with a period (.). Don't spell out as dot NET.
Use Microsoft .NET on the first mention. After that, it's OK to use .NET.
It's OK to begin a sentence with .NET to avoid awkwardness or ambiguity, but be aware
that the consecutive periods (. .NET) might briefly confuse some readers.
network
Article • 06/24/2022
Don't shorten to net.
Don't use network as a verb to describe the action of connecting a computer to a
network.
A computer is on, not in, a network, and computers on a network are linked or
connected, not networked.
Use network as a verb and the noun networking only to describe making personal and
business connections.
network adapter
Article • 06/24/2022
See Computer and device term collection
network administrator
Article • 06/24/2022
Use only to specifically refer to the administrator of networks. In general, use
administrator or system administrator unless you must specify a particular kind.
See also administrator, admin
network connection
Article • 06/24/2022
Use instead of local area network connection.
network drive
Article • 06/24/2022
Use instead of remote drive.
newsreader
Article • 06/24/2022
One word.
non-
Article • 06/24/2022
Don't hyphenate words beginning with non-, such as nonnumeric and nonzero, unless a
hyphen is necessary to avoid confusion, as in non-native, or non- is followed by a proper
noun, as in non-English. When in doubt, check The American Heritage Dictionary .
Don't use non- to negate an entire phrase.
Example
unrelated to security (instead of non-security related)
To learn more about hyphenation, see Hyphens.
nonadjacent selection
Article • 06/24/2022
Don't use in content for a general audience to describe multiple selected items that
don't touch. Use multiple selection or list the specific items instead.
Use in content for a technical audience only if the term appears in the UI or API.
noncontiguous selection
Article • 06/24/2022
Don't use in content for a general audience to refer to selecting multiple items that
don't touch. Use multiple selection instead, or describe the specific noncontiguous items.
Use in content for a technical audience only if the term appears in the UI or API.
Example
To select multiple cells, select Ctrl as you select the cells.
nonprintable, nonprinting
Article • 06/24/2022
Use nonprintable to refer to an area of a page that can't be printed on. Use nonprinting
to refer to characters and other data that can't or won't be printed.
Don't use unprintable.
Examples
Some text extends into the nonprintable area of the page.
Select Show/Hide to display all nonprinting characters, including paragraph marks and
space marks.
normal, normally
Article • 06/24/2022
Don't use normal to mean customary, usual, typical, or a similar term. Don't use normally
to mean often, usually, ordinarily, typically, generally, or a similar term.
notification
Article • 06/24/2022
Use instead of notice to describe information displayed to a customer about
communications, contacts, a service problem, or other item. Don't use pop-up, toast, or
banner for this purpose.
Examples
When you receive a message, a notification briefly appears at the top of Start ...
If you get a notification, tap it before you unlock the phone and you'll be automatically
taken to the notification.
notification area
Article • 06/24/2022
Lowercase.
Use only to describe the area on the right side of the taskbar where the clock and
system notifications appear.
Don't use the following terms as synonyms for notification area:
system tray
systray
status area
Don't use the word area by itself to refer to the notification area. Avoid descriptions that
might imply there's more than one notification area.
Examples
The clock appears in the notification area, at the far right of the taskbar.
The notification area is located at the far right of the taskbar.
null, NULL, Null
Article • 06/24/2022
Use lowercase null to refer to a null value. Better yet, use null value to avoid confusion
with the constant.
Use NULL or Null (depending on the language) only to refer to the constant.
null-terminated, null-terminating
Article • 06/24/2022
Use null-terminated as an adjective, as in null-terminated string. Don’t use null-
terminating, as in null-terminating character. Use terminating null character instead.
number sign (#)
Article • 06/24/2022
Always spell out number in number sign. Don't use pound sign.
Don't use the # symbol preceding a numeral. Spell out number instead. For example, use
number 7, not #7. When space is limited, as in tables, it's OK to abbreviate number as
No.
Global tip The abbreviation No. isn't used to abbreviate number in other languages, so
using No. for this purpose might lead to mistranslation in machine-translated content.
In social media, it's OK to use the # symbol to indicate a hashtag. Don't use number sign
to refer to the hashtag.
Example
(on Twitter) A quick look at top conversations and #Office365 product announcements
of the week.
It's OK to use the # symbol in references to the # key on the keyboard.
See also Keys and keyboard shortcuts term collection
numeric
Article • 06/24/2022
Use instead of numerical.
For the keypad, use numeric keypad instead of numerical keypad or numeric keyboard.
object
Article • 06/24/2022
Don't use object as a synonym for item or thing. Instead, refer to a specific object.
For example, in object-oriented programming, an object is an instance of a class that
contains both methods and data and is treated as one entity. Similarly, in COM-based
technologies, an object is a combination of code and data that implements one or more
interfaces. In assembly language, object refers to the object module, which contains data
that has been translated into machine code.
objectives and key results (OKR)
Article • 05/09/2023
Spell out on the first mention and include the abbreviation in parentheses immediately
following the expanded form. Lowercase the spelled out term.
On subsequent mentions on the same screen or pane, or in the same topic, article or
flow, it’s OK to use the abbreviation OKR.
In UI, if the full term cannot be spelled out due to space constraints, it’s OK to
abbreviate on the first mention. If possible, use the spelled out term somewhere else
within the same flow for context.
See also key result (KR), key performance indicator (KPI)
obsolete
Article • 06/24/2022
Don't use as a verb. Use a phrase such as make obsolete instead.
of
Article • 06/24/2022
Don't use of after another preposition in phrases such as off of or outside of.
Example
The taskbar is outside the main window area.
offline
Article • 06/24/2022
One word. Use only in the sense of not being connected to or part of a system or
network.
off-premises, on-premises
Article • 06/24/2022
See Cloud-computing term collection
OK, okay
Article • 06/24/2022
Use OK instead of okay or all right. Never use alright.
on
Article • 06/24/2022
Use on as a preposition with:
Menus
Tabs
Taskbar, toolbar, ruler, and desktop
Disks, in the sense of a program being on a disk
Networks
Hardware platforms
The web
In COM programming, an interface is implemented on an object.
See also Describing interactions with UI
on the fly
Article • 06/24/2022
OK to use in content for a technical audience to refer to something that's not created
until it's needed.
onboarding
Article • 06/24/2022
Don't use to mean the process of introducing employees to a new role or organization.
Use orientation instead.
once
Article • 06/24/2022
Don't use as a synonym for after.
Example
After you save the document, you can close the app.
online
Article • 06/24/2022
One word, both as an adjective and adverb.
Examples
Search Help for more information.
Check online for more up-to-date information.
online services
Article • 06/24/2022
Avoid. If you need to refer generally to apps and services that you access online,
mention the services by name or use services.
Don’t use online services to refer to protocols and data formats, such as XML, SOAP, and
WSDL, that provide the means for integrating web-based apps. Use web services instead.
See web services
on-screen
Article • 06/24/2022
Always hyphenate as an adjective or adverb. Instead of using as an adverb, try to rewrite
by using a phrase such as on the screen.
on-screen keyboard
Article • 06/24/2022
See Keys and keyboard shortcuts term collection
onto
Article • 06/24/2022
Use one word (onto) to indicate moving something to a position on top of something
else, as in drag the icon onto the desktop.
See also sign in, sign out
opcode
Article • 06/24/2022
It's OK to use opcode to refer to a programming term, such as the opcode parameter.
Don't use opcode as a shortened form of operation code. Use operation code instead.
open
Article • 06/24/2022
Use open, not opened, to describe the open state: an open folder.
Use open, not start or launch, to describe opening a program or app. Don't use open to
describe selecting a command, a menu, an option, or other similar element.
See Describing interactions with UI
open source, open-source
Article • 06/24/2022
Lowercase unless you're talking about the Open Source Initiative.
Hyphenate open-source as an adjective preceding a noun, as in open-source software.
Don't use open-sourced as an adjective.
Don't hyphenate in other instances, such as Open source is a development model in
which ....
Don't use OSS as an abbreviation for open-source software.
operating environment, operating
system
Article • 06/24/2022
OK to use in content for a technical audience, but avoid in content for a general
audience.
Use operating environment or environment to describe both hardware and the operating
system software.
Use operating system to describe only the software.
Use graphical environment to describe the graphical user interface (GUI) of an operating
system.
Use on, under, or with as prepositions with operating system. Don't use against.
Examples
Word 2016 runs with the Windows operating system.
Microsoft Exchange Server runs on the Windows Server operating system.
See also platform
opt in, opt out
Article • 06/24/2022
Use opt in and opt out as verbs.
Use opt-in and opt-out as adjectives.
Don’t use as nouns.
option, option button
Article • 06/24/2022
In general, avoid talking about the UI. Instead, talk about what the customer needs to
do. Refer to an option by its UI label only. If you must provide a descriptor, use option.
Use the exact label text, including its capitalization, but don't capitalize the word option.
Avoid referring to the option button itself. Just discuss the option that it controls. When
you must mention the button for clarity, use option button.
Examples
Select No header row.
When you select the Keep source formatting option, ....
For Paste options, select Keep text only.
In content for a technical audience, it's OK to use option instead of switch to refer to a
command argument or compiler option, such as /b or /Za.
See also Describing interactions with UI, Formatting text in instructions
org, organization
Article • 06/24/2022
Use the term that makes the most sense for your audience.
In content for a business or technical audience, it's OK to use org as an abbreviation for
organization. Don't use a period after the abbreviation.
Examples
Get an online org chart application that works with Azure Active Directory and Office
365.
How to prepare for your cross-org Exchange migration
See also company vs. organization
output
Article • 06/24/2022
Don't use as a verb. Instead, use a verb that describes the kind of output, such as write
to, display on, or print to.
Avoid using as a noun or an adjective in content for a general audience. Use a more
specific term instead.
Examples
Print a document to a file or to a specific printer.
The HttpResponse.Output property delivers text output to the outgoing HTTP response
stream.
outside
Article • 06/24/2022
Use instead of outside of.
Example
The taskbar is outside the main window area.
over
Article • 06/24/2022
Use over to refer to a position or location above something. For quantities, use more
than.
Examples
A transparent viewing layer with a red border appears over the diagram.
The installed base is more than 2 million.
Don't use to refer to version numbers. Use later instead.
See also later
overwrite
Article • 06/24/2022
Use only to describe replacing existing data with new data. Use replace to describe
replacing an existing file with a new one that has the same name.
Don't use overwrite as a synonym for type over.
page
Article • 06/24/2022
Use page or webpage to describe one of a collection of web documents that make up a
website. Use page to refer to the page the reader is on or to a specific page, such as the
home page or start page.
In a wizard, use page instead of screen to refer to an individual screen.
palette
Article • 06/24/2022
Use to describe a collection of colors or patterns that the customer can apply to objects.
Most of the time, avoid talking about UI elements. Instead, talk about what the
customer needs to do. When you must refer to a palette by name, use bold formatting
for the name of the palette. Use sentence-style capitalization unless you need to match
the UI.
Examples
In Colors, let Windows pull an accent color from your background, or choose your own
color.
In the Color palette, choose a color for the object outline.
See also Describing interactions with UI, Formatting text in instructions
pan
Article • 06/24/2022
See Touch and pen interaction term collection
pane
Article • 11/01/2023
Use only to refer to the separate areas of a split or single window. For example, in File
Explorer, the names of all the folders sometimes appear on one pane and the contents
of a selected folder on another pane.
If a pane isn't labeled in the UI, use lowercase for the name that describes it, such as the
annotation pane. If a pane is labeled in the UI, follow the capitalization used in the UI.
For example, the Score pane.
Use the preposition on when referring to the contents of a pane.
See also Describing interactions with UI, Formatting text in instructions
parameter
Article • 06/24/2022
Use for a value given to a variable until an operation is completed. Don't use to mean
characteristic, element, limit, or boundary.
See also argument vs. parameter
parent/child
Article • 06/24/2022
It's OK to use parent/child in content for a technical audience to refer to the
relationships among processes in a multitasking environment or in content about
databases to describe the relationships among nodes in a tree structure.
Don't use as a synonym for a primary/subordinate relationship.
See also master/slave
parenthesis, parentheses
Article • 06/24/2022
Use opening parenthesis or closing parenthesis for an individual parenthesis, not open
parenthesis, close parenthesis, beginning parenthesis, ending parenthesis, left parenthesis,
or right parenthesis. It's OK to use parenthesis by itself if it doesn't matter or it's clear
which parenthesis is being discussed.
See also Formatting punctuation
passwordless
Article • 06/24/2022
Avoid. Instead, use wording that's friendlier and more clearly describes the benefit.
When you must use passwordless, don't include a hyphen, and use it only as an
adjective, not as a noun. For example, use "the steps to a passwordless environment"
not "the steps to passwordless."
Examples
Learn why getting rid of passwords is important.
Before you can do away with passwords, you need something to replace them.
See how a password-free environment works.
Sign in without a password.
An authentication solution that doesn't require passwords
path
Article • 06/24/2022
Use path instead of pathname, both in general references and in syntax.
Use path to refer to a drive and any folders below the root directory. When a path also
specifies a file, use full path.
In command syntax, use path to represent only the folder portion of the full path:
copy [drive:][path]filename
To indicate a path, first type the drive name, followed by a colon and a backslash. Then
type the name of each folder in the order that you would open it, separated by a
backslash, as follows:
C:\Documents and Settings\user1
Use address or URL, not path, to refer to a location on the internet.
In general, use path of, not path to, to refer to the location of a file.
Example
The full path of my current tax form is:
C:\Documents and Settings\user1\My Documents\Taxes\This year's taxes
When documenting products for the Mac, use colons with no spaces to separate zones,
file servers, shared disks, folders, and file names. File names don't require extensions.
Example
(Mac) Macintosh HD:My Documentation:Sales CORP-16:TOMCAT:EX130D Mac
Temp:Workbook1
See also Formatting common text elements, URLs and web addresses
PC
Article • 06/24/2022
See Computer and device term collection
p-code
Article • 06/24/2022
Abbreviation for pseudocode. Spell out on the first mention.
Capitalize as P-code when it's the first word in a sentence.
Use only in content for a technical audience.
pen
Article • 06/24/2022
See Computer and device term collection
per
Article • 06/24/2022
It's OK to use per to mean for each in statistical or technical contexts. In other contexts,
use a or the phrase for each instead of per.
Examples
Customers who sign in only once a day are rare.
You can have only one drive letter per network resource.
Don't use per to mean by or in accordance with.
Examples
Find all the articles that contain a specific word by following the instructions on your
screen.
Identify your computer by using the procedure in the next section.
percent, percentage
Article • 11/15/2023
Use the percent sign (“%”) with numerals, rather than spelling out “percent.” You don’t
need a space between the percent sign and the numeral.
Exceptions
Don't use "%" to refer to the symbol itself—refer to the “percent sign.”
Don't use the percent sign at the beginning of a sentence.
Don't use the percent sign to mean "percentage."
perimeter network
Article • 06/24/2022
On the first mention, use:
perimeter network (also known as DMZ, demilitarized zone, and screened subnet)
After that, just use perimeter network.
peripheral
Article • 06/24/2022
Don't use as a noun. Use peripheral device or a more specific term instead.
See also Computer and device term collection
permissions
Article • 06/24/2022
Use only to refer to operations associated with a specific shared resource, such as a file,
directory, or printer, that are authorized by the system administrator for individual user
accounts or administrative groups. Permissions are granted or assigned, not allowed.
If you refer to a named permission, use title-style capitalization and regular type.
Don't use privileges or permission records as a synonym for permissions.
Examples
Setting the Traverse Folder permission on a folder doesn't automatically set the Execute
File permission on all files within that folder.
Grant Read, Read and Execute, and List Folder Content permissions to the Users group.
Whenever possible, assign permissions to groups instead of users.
See also rights, user rights
personal digital assistant
Article • 06/24/2022
See AI and bot term collection
phone, phone number
Article • 06/24/2022
Don’t use telephone number. Use phone number instead.
As a UI label, use Phone, not Phone number.
For information about referring to mobile phones, see Computer and device term
collection.
For information about how to format phone numbers, see Numbers.
photo
Article • 06/24/2022
OK to use as an abbreviation for photograph. Don't use as a verb. Use photograph or
take pictures instead.
pin, unpin
Article • 06/24/2022
Use pin to refer to placing an item, such as a tile, an app, or a command, in a given area
of the UI, so it's always accessible in that area. Use unpin to describe removing a pinned
item.
Examples
When you pin an app, it's added to the Start menu as a new tile.
Pin important messages to the top of the message list, and unpin them when you're
done with them.
Pin apps to Start
1. Select the Start button, and then select All apps.
2. Press and hold (or right-click) the app you want to pin.
3. Select Pin to Start.
pinch
Article • 06/24/2022
See Touch and pen interaction term collection
ping, PING
Article • 06/24/2022
Don't use ping to refer generally to searching for a program.
It's OK to use ping to refer to using the PING protocol, which is used to determine the
presence of a host on the internet. Don't spell out PING. If necessary, describe it as
Packet Internet Groper.
pipe
Article • 06/24/2022
Don't use as a verb in content for a general audience. Use a more specific term, such as
send, move, copy, direct, redirect, or write.
It's OK to use pipe as a verb in content for a technical audience to refer to routing data
from the standard output of one process to the standard input of another.
The symbol for a pipe in programming content is a vertical bar ( | ).
See also Special characters term collection
placeholder
Article • 06/24/2022
Don't use as a verb.
For information about formatting placeholders, see Formatting text in instructions and
Formatting developer text elements.
plaintext, plain text
Article • 06/24/2022
Use plaintext only to refer to nonencrypted or decrypted text in content about
encryption. Use plain text to refer to ASCII files.
platform
Article • 06/24/2022
Don't use in content for a general audience.
It's OK to use platform in content for a technical audience when you need to distinguish
differing behaviors of a function or other API element in various operating systems.
In content for a technical audience, use cross-platform to refer to an app or device that
can run on more than one operating system.
Use on as a preposition with platform in discussions about hardware platforms: on the
Intel Atom platform, for example, but in Windows 10.
See also operating environment, operating system
platform as a service (PaaS)
Article • 06/24/2022
See Cloud-computing term collection
playlist
Article • 06/24/2022
One word. A customer adds media to a playlist and deletes media from a playlist.
please
Article • 06/24/2022
Avoid please except in situations where the customer is asked to do something
inconvenient or the application or site is to blame for the situation.
Example
The network connection was lost. Please reenter your password.
Plug and Play, plug and play
Article • 06/24/2022
Use Plug and Play as a noun or an adjective to refer to a set of specifications developed
by Intel for the automatic configuration of a computer so that it works with various
peripheral devices. Note capitalization. Don't hyphenate.
It's OK to use all lowercase (plug and play) for all audiences to refer to the ability of a
computer to automatically configure a device that's added to it.
Don't use as a synonym for Universal Plug and Play (UPnP).
Examples
Plug and Play functionality
Plug and Play printer
Plug and Play records the information in an event log.
See also UPnP
plug-in
Article • 06/24/2022
Hyphenate as a noun to describe a component that permits a specific browser to
recognize and support the file format of an object embedded in an HTML document.
Don’t use as a synonym for add-in or add-on.
See also add-in, add-on
plus sign (+)
Article • 06/24/2022
Don’t use the plus sign (+) to replace words like and, over, and plus.
Exception Where space is limited, like in UI or a headline, it’s OK to use the plus sign to
indicate a count that exceeds a certain number.
Examples
Microsoft Dynamics 365 and Office 365 are better together.
Choose from more than 750,000 apps in Microsoft Store.
999+ connections (in the UI)
See also ampersand (&)
point to
Article • 06/24/2022
See Mouse and mouse interaction term collection
pointer
Article • 06/24/2022
In a programming context, a pointer is a variable that contains a memory location. In the
rare case where both types of pointers are discussed, use mouse pointer and pointer
variable as necessary to avoid ambiguity.
See Mouse and mouse interaction term collection
pop-up
Article • 06/24/2022
Don’t use as a noun. For example, don't use a pop-up; use a pop-up window instead.
Don't use pop up or pops up as a verb to describe the appearance of a window. Use
open or a similar verb instead.
It’s OK to use pop-up window to refer to windows that pop up in Help. Don’t use pop-up
window as a synonym for dialog.
It’s OK to use pop-up menu for a programming audience to describe the menu that
appears when a customer right-clicks an item. If you must use a term to describe this
type of menu in content for a general audience, use shortcut menu.
Examples
Answer the questions in the wizard as they appear.
Some commands carry out an action immediately. Others open a dialog so that you can
select options.
A pop-up window gives additional information about an option.
If you want to print the information in a pop-up window, right-click the window, and
then select Print Topic.
In the pop-up list, select Microsoft Excel.
See also context menu, shortcut, shortcut menu
port
Article • 06/24/2022
Use the verb forms port to and port only in content for a technical audience in reference
to portability.
Don't use in content for a general audience.
postal code
Article • 06/24/2022
Unless you're writing content that's specifically for the United States, use postal code
instead of ZIP Code.
See also ZIP Code
pound key, pound sign (#)
Article • 06/24/2022
See Keys and keyboard shortcuts term collection and Special characters term collection
power cord
Article • 06/24/2022
Use instead of power cable.
power down, power up, power off,
power on
Article • 06/24/2022
Don't use. Use turn off and turn on instead. Don't use shut down to refer to turning off a
device.
See also
start, restart
shut down, shutdown
turn on, turn off
power user
Article • 06/24/2022
Don't use to mean that someone must be an expert to use certain programs or features.
Instead, identify the specific knowledge or skill that's required.
pre-
Article • 06/24/2022
In general, don’t hyphenate words beginning with pre-, such as preallocate and preempt,
unless it’s necessary to avoid confusion, as in pre-engineered, or if pre- is followed by a
proper noun, as in pre-C++. When in doubt, refer to The American Heritage
Dictionary .
To learn more about hyphenation, see Hyphens.
preceding
Article • 06/24/2022
It's OK to use preceding, previous, or earlier to mean earlier in a piece of content, but use
a hyperlink instead if you can. Don't use above.
press, press and hold
Article • 06/24/2022
Use only to describe pushing a physical button on hardware.
See
Describing interactions with UI
Touch and pen interaction term collection
Keys and keyboard shortcuts term collection
preview
Article • 06/24/2022
Prerelease versions of software and services are typically identified as Product Name
Preview (preferred) or Code Name Preview.
In generic references, lowercase preview.
Avoid using beta to refer to a prerelease product that's ready for unstructured testing by
customers. Use preview instead.
Examples
Office 2016 Preview
Windows 10 Insider Preview
Microsoft Power BI Preview
A preview of Azure Container Service is available.
See also sample vs. preview
print, printout
Article • 06/24/2022
As a verb, use print instead of print out. It's OK to use printout as the result of a print job,
if necessary, but try to be more specific.
print queue, printer queue
Article • 06/24/2022
Don’t use. Use list of documents instead.
Examples
Your document will be sent to the printer.
Your file will be added to the list of documents waiting to be printed.
private cloud, hosted private cloud
Article • 06/24/2022
See Cloud-computing term collection
privileges
Article • 06/24/2022
Don't use as a synonym for permissions or rights.
See permissions, rights
profile
Article • 06/24/2022
Lowercase unless you need to match the UI.
program
Article • 06/24/2022
See app, application
program file
Article • 06/24/2022
It's OK to use program file as an alternative to executable file in content for a general
audience. If possible, use the specific name of the file instead.
Don't use app file or application file.
prompt
Article • 06/24/2022
Use only to describe a signal, which might or might not be a message, that an app or
the operating system is waiting for the customer to take some action. In general, restrict
the use of prompt as a noun to the command prompt.
Use as a verb to describe the act of requesting information or an action from the
customer.
Examples
If you see a message that more information is needed ....
When you run Setup, you're prompted to select settings and file locations.
See also command prompt
prop
Article • 06/24/2022
Don't use as an abbreviation for propagate.
property
Article • 06/24/2022
Use only to reference something named in the UI as a property.
property sheet, property page
Article • 06/24/2022
Don't use in content for a general audience. Use dialog box or tab instead.
protected mode
Article • 06/24/2022
Use instead of protect mode.
public cloud
Article • 06/24/2022
See Cloud-computing term collection
pull down, pull-down
Article • 06/24/2022
In general, avoid talking about UI. Instead, describe what the customer needs to do.
Don't use pull down as a verb to describe how to use a menu or list. Don't use pull-down
as an adjective to describe the appearance of a menu or list.
Examples
In the Background list, select Solid color.
Go to Tools, and select Change language.
See also
dropdown
Describing interactions with UI
Formatting text in instructions
purge
Article • 06/24/2022
Use only in the context of a programming term, such as the Purge method. Otherwise,
use delete, clear, or remove instead.
push button, push-button
Article • 06/24/2022
Two words. Hyphenate as an adjective.
Don't use as a synonym for button or command button. In content for developers, it's OK
to use push button parenthetically or to describe programming elements such as the
PushButton class.
See also command button
quality, high-quality
Article • 06/24/2022
Don’t use quality by itself as an adjective. Always use high-quality.
quit
Article • 06/24/2022
Don't use quit to refer to any of the following:
Closing an app or a program. Use close instead.
Closing a document or window. Use close instead.
The action a program takes to close itself when it has encountered a problem and
can't continue. Use close instead.
Ending a session on a computer or network. Use sign out instead.
Ending a network connection. Use end instead.
Use stop responding, not quit, when an app encounters a problem and can't close itself.
radio button
Article • 06/24/2022
Use radio button only in content for developers in which the API includes the term. In
that case, use wording such as <name> option button (also known as a radio button).
In other content, refer to a radio button by its label. If you must provide a descriptor,
use option. Capitalize the label text as it appears in the UI, but don't capitalize the word
option.
See also
option, option button
Describing interactions with UI
Formatting text in instructions
ragged right
Article • 06/24/2022
Don't use. Use left-aligned to describe text with an uneven right edge.
See left align, left-aligned
RAM
Article • 06/24/2022
See memory
range selection
Article • 06/24/2022
Don't use. In content for a general audience, use a phrase such as a range of cells or a
range of dates to refer to a selection of adjoining cells, dates, or other items.
Use the same type of phrasing in content for a technical audience, but if you're
describing the feature, use adjacent selection.
Use multiple selection to describe selecting more than one nonadjacent item.
re-
Article • 06/24/2022
In general, don’t hyphenate words beginning with re- unless it’s necessary to avoid
confusion or re- is followed by a proper noun. When in doubt, refer to The American
Heritage Dictionary .
Examples
reenter
recover (to get back or regain)
re-cover (to cover again)
recreate (to take part in a recreational activity)
re-create (to create anew)
To learn more about hyphenation, see Hyphens.
read-only
Article • 06/24/2022
Always hyphenate.
Examples
read-only memory
This file is read-only.
See also read/write, read/write permissions
read/write, read/write permission
Article • 06/24/2022
Use instead of read-write. Capitalize both read and write if the context requires read to
be capitalized.
Use read/write permission, not read/write access.
real time, real-time
Article • 06/24/2022
Two words. Hyphenate as an adjective.
Examples
Real-time reporting helps your staff identify and resolve problems before they become
major.
Use instant messaging to communicate with coworkers in real time.
reboot
Article • 06/24/2022
Don't use. Use restart instead, and be clear that restart in this context refers to the
device, not to a program or an app.
Example
After Setup is complete, restart your computer.
If the UI or API uses reboot in a label or an element name, it's OK to refer to the label or
element name, but use restart to describe the action or event that occurs.
Example
The Reboot method shuts down the device and then restarts it.
recommend
Article • 06/24/2022
It's OK to use we recommend to introduce a Microsoft recommendation. Don't use
Microsoft recommends or it is recommended.
Don't use recommend when something is required.
Examples
Windows 10 requires 16 GB of hard drive space for 32-bit OS and 20 GB for 64-bit OS.
Small storage devices, like devices with 32-GB hard drives or older devices with full hard
drives, might require additional storage to complete the upgrade. If you have limited
hard drive space available, we recommend that you have a USB flash drive handy when
you install Windows 10.
See also should vs. must
Recycle Bin, recycle bin
Article • 06/24/2022
Capitalize both words when referring to the Recycle Bin on the Windows desktop.
Lowercase when referring to the recycle bin in OneDrive.
In UI, it's OK to use Recycle bin for labels and headings.
Always use the definite article the, as in the recycle bin.
refresh
Article • 06/24/2022
Use to describe updating a webpage.
Don't use refresh to describe an image being restored on the screen or data being
updated. Use redraw or update instead.
registry, registry settings
Article • 06/24/2022
Use lowercase for the word registry except when referring to a named system
component, such as the Registry Editor.
Use all uppercase letters for the first-level subtrees, separating words with underscore
characters. Registry subtrees are usually bold.
Examples
HKEY_CLASSES_ROOT
HKEY_LOCAL_MACHINE
Keys are developer defined and are usually all uppercase or a mix of uppercase and
lowercase characters, with no underscores. Subkeys are usually a mix of uppercase and
lowercase characters.
Examples
SOFTWARE
ApplicationIdentifier
CurrentVersion
Refer to an entire subkey path as a subkey, not a path.
Example
(typical subkey )
\HKEY_LOCAL_MACHINE\SOFTWARE\Policies\Microsoft\SystemCertificates\AuthRoot
In a subkey, use entries to describe the items in the Name column. Use values to
describe the items in the Data column.
See also Formatting developer text elements
reinitialize
Article • 06/24/2022
Don't use to mean restart.
See also initialize, start, restart
relationship chatbot
Article • 06/24/2022
See AI and bot term collection
REM statement
Article • 06/24/2022
OK to use as an abbreviation for remark statement in Visual Basic and some other
programs.
Don't use generically to refer to a comment. Use comment instead.
remote
Article • 06/24/2022
It's OK to use remote as an adjective to describe a person or computer at another site.
Don't use remote drive to describe a drive on a remote computer. Use network drive
instead.
Don't use remote as a verb.
Don't use remote as a noun except to refer to a remote-control device.
remove
Article • 06/24/2022
Don't use remove to mean delete.
Use remove:
To describe taking an item off a list in a dialog box that has Add and Remove
buttons.
To describe taking a toolbar button off a toolbar or hiding displayed data, such as
columns in a spreadsheet, without deleting the data.
As a synonym for unload.
As a verb to describe removing add-ins and add-ons.
See also uninstall, delete, load
replace
Article • 06/24/2022
Don't use replace as a noun.
Examples
To replace all instances of a word or phrase at one time ....
The Replace method replaces text found in a regular expression search.
Use replace instead of overwrite.
Examples
Replace the selected text with the new text.
Replace the file with the changed file.
See also find and replace
restart
Article • 06/24/2022
Use to describe closing and reopening a program or app or turning a device off and
then immediately back on. Make it clear which of these you're talking about.
restore
Article • 06/24/2022
Use as a verb instead of undelete to describe restoring an item that was deleted.
Use as a verb to describe restoring an item or condition to its previous state, such as a
window that was previously maximized or minimized.
Don't use as an adjective or as a noun in content for a general audience unless you need
to match the UI.
Examples
Restore the file.
Restore the window to its minimized state.
For more information about System Restore ....
For content about SQL Server:
Use restore to describe restoring a series of one or more database backups.
Use restore as an adjective only when necessary.
Examples
Under the full recovery model, first restore one or more data backups, and then restore
the subsequent log backups to roll the database forward in time.
Restore the database.
Use the RESTORE statement to specify the restore operation.
reverse video
Article • 06/24/2022
Use instead of inverse video, invert video, or reverse screen to describe the displaying of
inverted background and text colors. Use highlighted to refer to the appearance.
right, rightmost, right-hand
Article • 06/24/2022
Don't use right as a directional term by itself. Instead, use a term such as upper right,
lower right, rightmost, or the right side of. Include a hyphen when you use right to modify
a noun, as in upper-right corner. Don't use right-hand as a modifier.
Accessibility tip Don't use directional terms (left, right, up, down) as the only clue to
location. Individuals with cognitive disabilities might have difficulty interpreting them, as
might people who are blind and use screen-reading software. It's OK to use a directional
term if another indication of location, such as in the Save As dialog box, on the Standard
toolbar, or in the title bar, is also included. Directional terms are also OK to use when a
sighted user with dyslexia can clearly see a change in the interface as the result of an
action, such as a change in the right pane when an option in the left pane is selected.
right align, right-aligned
Article • 06/24/2022
Use to refer to text that's aligned at the right margin. Always hyphenate right-aligned.
Don’t use right-justified.
See also justify, justified, left align, left-aligned
right justify, right-justified
Article • 06/24/2022
Don’t use. Use right-aligned instead.
See right align, right aligned
right mouse button
Article • 06/24/2022
See Mouse and mouse interaction term collection
right-click
Article • 06/24/2022
Use only when you need to talk specifically about mouse actions. Define in content that
teaches beginning skills if you think it's necessary.
Use select and hold (or right-click) when the instruction isn't specific to the mouse.
Hyphenate.
Examples
Right-click to select the file.
Using the right mouse button (right-click) ….
Select and hold (or right-click) the Windows taskbar, and then select Cascade windows.
See Describing interactions with UI, Mouse and mouse interaction term collection
rights
Article • 06/24/2022
Use rights only in a nonspecific way to refer to system actions that are authorized by the
system administrator. For specific references, use user rights.
Don't confuse rights, which apply to system operations, with permissions, which apply to
specific system resources, such as files or printers.
Don't use privileges as a synonym for rights.
Example
Domain administrators should use a primary user account, which has basic user rights in
the domain.
See also permissions, user rights
ROM
Article • 06/24/2022
See memory
Roman
Article • 06/24/2022
Don't use to describe type that's neither bold nor italic. Use regular type instead.
root directory
Article • 06/24/2022
In content for developers, use root directory, not home directory, to refer to the directory
or folder from which all other directories or folders branch. In Windows, the root
directory is indicated by a backslash (\). Don’t shorten to root when you mean the
directory.
In other content, use top-level folder.
Example
Change to the root directory, and enter the following command: edit autoexec.bat
See also top-level folder
rotate
Article • 06/24/2022
See Touch and pen interaction term collection
run vs. execute
Article • 06/24/2022
Avoid execute except to follow the UI. Use run instead. If the UI includes execute, the
resulting action is still run.
Always use run in the context of operating systems, macros, and queries.
Examples
To run the program, select Execute.
Commands are run in the order in which they're listed in the file.
running foot, running head
Article • 06/24/2022
Don't use. Use footer and header instead. If you think your audience might search for
these terms, use also known as running foot and running head on the first mention.
runs vs. runs on
Article • 06/24/2022
Avoid run for a general audience. For a technical audience, use run to refer to an
operating system and run on to refer to a program.
Examples
To install Exchange 2016, your computer must be running the full installation of
Windows Server.
Office 2016 runs on the following versions of Windows: Windows Server 2008 R2,
Windows Server 2012, Windows Server 2012 R2, Windows Server 10, Windows 7 Service
Pack 1, Windows 8, Windows 8.1, Windows 10.
runtime
Article • 06/24/2022
Use runtime:
To indicate an environment required to run apps that aren't compiled to machine
language.
To indicate the time during which an application is running.
As an adjective to describe a thing that's occurring or relevant at runtime.
Don't use runtime as a synonym for reader programs, such as Microsoft Office file
viewers.
(s), (es)
Article • 06/24/2022
Don't add (s) or (es) to a singular noun to indicate that it can be singular or plural. Most
of the time, use plural instead. If it's important to indicate both, use one or more.
Examples
To add rows or columns to a table, ....
To add one or more rows or columns to a table, ....
See also Nouns
sample vs. preview
Article • 06/24/2022
Use sample to describe a graphic representation of something that might show up on
the screen. Use preview to describe a graphic representation of exactly what the
customer will see on the screen.
Examples
This displays a sample of what the control will look like with the scheme applied.
To preview what the control will look like with the scheme applied, select Preview.
See also preview
save
Article • 06/24/2022
Use as a verb to describe saving app installation files to a device and saving files to a
local drive or share.
scan line
Article • 06/24/2022
Two words when referring to either the row of pixels read by a scanning device or one
of the horizontal lines on a display.
screen
Article • 06/24/2022
Use instead of screenful or full screen.
Exception It's OK to say that a program or app is running in full-screen mode.
It's OK to use screen in instructions to describe what customers see on the screen or
how they interact with it.
See also Computer and device term collection
screen resolution
Article • 06/24/2022
For screen resolutions, use number × number instead of number by number. For
example, use 640 × 480 instead of 640 by 480.
Use the multiplication sign (×) instead of the letter x.
screened subnet
Article • 06/24/2022
Don't use. Use perimeter network instead. On the first mention, it's OK to say:
perimeter network (also known as DMZ, demilitarized zone, and screened subnet)
screenshot
Article • 06/24/2022
One word.
script, scriptlet
Article • 06/24/2022
Avoid scriptlet. Most of the time, use script or a more specific term.
It's OK to use scriptlet when necessary to refer to a specific component in COM, a
section of embedded code, or a small script.
scroll
Article • 06/24/2022
Avoid. Use a verb phrase such as move through instead, if the context is clear.
It's OK to use scroll in content that teaches beginning skills to describe interacting with a
document by using a mouse, keyboard, or other peripheral device.
Examples
Move through the folder until you see the file you want.
Move the wheel button on the Microsoft Arc Touch Mouse to scroll up and down in a
document.
scroll bar, scroll arrow, scroll box
Article • 06/24/2022
Most of the time, avoid talking about elements in UI. Instead, describe what the
customer needs to do.
Don't use arrow to refer to a scroll arrow.
Don't use slider or slider box as a synonym for scroll box.
Don't use gray or shaded area to refer to the scroll bar.
search, search and replace
Article • 06/24/2022
Don't use search and replace to describe finding and replacing things in a document or
other location. Use find and replace instead.
Use search and replace as verbs, not as nouns or adjectives.
Example
Search your document.
See also find and replace
search box
Article • 06/24/2022
Don't capitalize unless you need to match the UI.
secondary menu
Article • 06/24/2022
Don't use in content for a general audience. If it's important to describe how the menu
works, use submenu.
In content for developers, use only in content about creating menus and only if you
can't use submenu.
select
Article • 06/24/2022
Use select to refer to marking text, objects, cells, and other items that a customer will
take action on, such as copying or moving. Describe the marked items as the selection or
the selected text, objects, cells, and so on.
Don't use highlight or pick as a synonym for select.
For information about using select as a verb in instructions and procedures, see
Describing interactions with UI.
server
Article • 06/24/2022
See Computer and device term collection
service-level agreement (SLA)
Article • 06/24/2022
Spell out on the first mention. Use lowercase for the spelled-out term, and note the
hyphen. Use an not a with the acronym.
Examples
A service-level agreement (SLA) is an agreement between a service company and a
service customer. An SLA defines for both the company and the customer when a
service job should be completed.
service-oriented architecture (SOA)
Article • 06/24/2022
See Cloud-computing term collection
set, specify
Article • 06/24/2022
Avoid generic terms such as set and specify to describe customer actions. Try to use
more specific verbs.
Examples
Select a color for an appointment or a meeting.
Enter a location for Tab stop position.
Don't use set to indicate entering or selecting a value in a dialog box or other UI
element.
It's OK to use set in content for developers to describe entering or selecting the value of
a property.
See also Describing interactions with UI
set up, setup, Setup
Article • 06/24/2022
Use as a verb to describe the process of preparing hardware and installed apps for initial
use. Two words as a verb, one word as an adjective and a noun. Don't hyphenate.
Capitalize Setup when it refers to the Setup program.
Examples
Unpack everything before you set up your computer.
The setup time is about 15 minutes.
Your office setup should be ergonomically designed.
Run Setup before you open other apps.
setting, value
Article • 06/24/2022
Avoid generic nouns, such as setting or value, in content for a general audience. Use a
specific noun, such as width, color, or font, instead.
Examples
Select a color for an appointment or a meeting.
Enter a location for Tab stop position.
It's OK to use settings or values occasionally when you need to talk generally about
more than one. Don't use attributes or properties as a synonym.
set-top box
Article • 06/24/2022
Note hyphen. Don't abbreviate.
shaded
Article • 06/24/2022
Most of the time, talk about the actions that customers should take.
Don’t use to describe commands or options that are in an unusable state—use not
available or isn’t available instead. If you must describe their appearance, use appears
dimmed.
It’s OK to use shaded to describe the appearance of checkboxes that represent a mixture
of settings.
Examples
The command isn’t available until you select text.
If the option appears dimmed, it's not available.
Selected effects appear shaded.
See also unavailable
shell
Article • 06/24/2022
OK to use as a noun in content for a technical audience. Don't use in content for a
general audience.
Don't use as a verb, such as shell or shell out. Use more precise terminology, such as
create a new shell or return to the operating system.
ship
Article • 06/24/2022
Don't use to refer to making products or services available to customers. Use release
instead.
Example
Windows 10 was released in July 2015.
shortcut, shortcut menu
Article • 06/24/2022
Shortcut is one word as an adjective or a noun. Don't use as a verb. Don't use as a
synonym for link.
Use shortcut menu only if it helps the customer locate the item in the UI. Most of the
time, just describe what the customer needs to do.
Examples
Use Alt+Spacebar to display the shortcut menu for the active window.
Right-click the selected text, and then select Copy.
Select the text, open the shortcut menu, and then select Copy.
See also
Describing interactions with UI
Keys and keyboard shortcuts term collection
pop-up
should vs. must
Article • 06/24/2022
Before using should or must, consider other ways to discuss recommendations or
requirements, such as the imperative mood for required actions and a phrase such as we
recommend for optional ones. Don't use Microsoft recommends or it is recommended. Be
careful to make your tone helpful, not bossy. (For information about the imperative
mood, see Verbs.)
Examples
You'll need an internet connection to install the upgrade.
We recommend that you wait for us to notify you when we've confirmed that your PC is
ready.
Free technical support is available when you register with Microsoft.
Use should only to describe an action that's recommended but optional. Don't use
should to indicate probability. If you can't make a definitive statement, use might or
rephrase.
Examples
You should back up your data periodically.
If you don't use automatic updating, you should check for updates yourself at least once
every week.
If the antimalware app is compatible and current, it will be preserved during the
upgrade.
Use must only to describe a required action.
Example
To save copies of a document in the same location, you must save each copy with a
different file name.
shut down, shutdown
Article • 06/24/2022
Two words as a verb, one word as a noun.
Use shut down to describe exiting the operating system and turning off the device in a
single action.
Don't use shut down to describe turning off a device or as a synonym for close.
Examples
To turn off your computer, select Settings, and then select Shut down.
Use the Shut down command to safely close open apps, shut down Windows, and turn
off the device.
Many computers turn the power off automatically.
The accidental shutdown might have damaged some files.
See also
Describing interactions with UI
turn on, turn off
sleep
sign in, sign out
Article • 10/26/2022
Use sign in to describe starting a session on a computer, a device, a network, an app, or
anywhere a username and password are required. Use sign out to refer to ending a
session.
Don't use log in, login, log into, log on, logon, log onto, log off, log out, logout, sign into,
signin, signoff, sign off, or sign on unless these terms appear in the UI (and you're writing
instructions).
The verb form is two words, sign in or sign out. Avoid using as a noun or adjective (sign-
in, sign-out). Instead, use a more descriptive or precise term.
Examples
Enter your password to sign in.
Learn how to sign in to Power BI service on the web and how to sign out of it.
After an extended period without activity, the network will sign you out automatically.
See also connect, single sign-on (SSO)
simply
Article • 06/24/2022
Don't use to mean that something is easy to do.
Examples
To publish your files to the web, select Publish to the web.
When you see a clip that you like, drag it into your document.
single sign-on (SSO)
Article • 06/24/2022
Spell out on the first mention, and lowercase the spelled-out term. Note hyphen.
See also sign in, sign out
site
Article • 06/24/2022
Use to describe a collection of webpages that's part of a larger whole, such as the
Microsoft website or the MSDN website. Use website instead of site if necessary for
clarity.
Information is on a site, but the address of a site is at www.example.com .
See also page, URLs and web addresses
site map
Article • 06/24/2022
Two words.
size, resize
Article • 06/24/2022
It's OK to use size as a verb, as in size the window.
Use resize to mean change the size of.
sleep
Article • 06/24/2022
Use to describe putting a device into a power-saving state without shutting it down.
See also shut down, shutdown
slider
Article • 06/24/2022
In general, avoid talking about UI elements. Most of the time, just describe what the
customer needs to do.
In content for a general audience, it's OK to use slider when you need to describe the UI
element used to set a value on a continuous range of possible values, such as screen
brightness, mouse-click speed, or volume.
In content for developers, it's OK to refer to a slider as a trackbar control.
Don't refer to the scroll box or a progress indicator as a slider.
Example
Move the slider downward to decrease the volume.
slideshow
Article • 06/24/2022
One word unless you need to match the UI. Don’t use carousel as a synonym.
small caps
Article • 06/24/2022
Don't use small caps for key names or for AM and PM.
It's OK to use the term small caps. If necessary for clarity, refer to them as small capitals
on the first mention, followed by a phrase such as, "often referred to as small caps."
smart card, Smart Card
Article • 06/24/2022
Two words. Use lowercase for generic references to smart cards or smart card
technology.
Capitalize as part of proper nouns, such as Lenovo Integrated Smart Card Reader, but not
in general references to smart card implementations.
smartphone
Article • 06/24/2022
See Computer and device term collection
SMB
Article • 06/24/2022
Avoid using the acronym SMB. Use small or medium-sized business instead.
snap-in
Article • 06/24/2022
Always hyphenate. Use only to describe a program that runs in Microsoft Management
Console.
social chatbot
Article • 06/24/2022
See AI and bot term collection
soft copy
Article • 06/24/2022
Don't use. Use a more specific term, such as electronic document or file, instead.
software as a service (SaaS)
Article • 06/24/2022
See Cloud-computing term collection
software-plus-services
Article • 06/24/2022
Don't use.
See Cloud-computing term collection
sorry
Article • 06/24/2022
Use sorry (and similar wording) only in error messages that notify the customer about a
serious problem or one that they might find very frustrating, such as:
Data is lost.
The customer can't continue to use the device, service, or application.
The customer must get help from a support representative.
A product or service fails.
Error messages should apologize only for things that went wrong with the Microsoft
product. Don't apologize for problems that are outside the product, such as a broken
link or waiting for a network connection to be found. Consider Oops or Hmm instead.
Examples
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.
This task couldn't be completed. Please try again.
You're not connected. Let's get you back online.
Hmm ... can't reach this page
Oops ... this page didn't load properly.
Let's try this again.
spam
Article • 06/24/2022
Lowercase.
Use spam only to refer to unsolicited commercial email.
Don't use to refer generally to commercial email, such as bulk email sent to a customer
list. Don't use to refer to an inappropriate posting to a large distribution list.
Don't use spam as a verb.
specification
Article • 06/24/2022
Always spell out. Don't use spec.
spell checker
Article • 06/24/2022
Use spell checker as a general term for a tool that checks spelling. To refer to a specific
tool, use the name that appears in the UI.
Use check spelling as a verb.
Don't use spell check as a noun.
Examples
Use the Spelling and Grammar tool to check spelling in the document.
Check the spelling in the document.
Use a spell checker to find spelling errors in your document.
spin box
Article • 06/24/2022
It's OK to use spin box in content for a technical audience to describe a control that
users can use to move, or spin, through a fixed set of values, such as dates.
For a general audience, just discuss what the customer needs to do. If you need to refer
to the control, refer to a spin box by its label.
Example
the Start time box
split bar, split box
Article • 06/24/2022
It's OK to use split bar and split box in content for all audiences.
spoofing
Article • 06/24/2022
It's OK to use spoofing in content for all audiences if you're sure that your audience will
understand the meaning. To avoid ambiguity, be specific about the kind of spoofing
you're referring to, such as email spoofing or IP spoofing.
spreadsheet vs. workbook
Article • 06/24/2022
Use spreadsheet to refer to an accounting app, such as Microsoft Excel. Use workbook to
refer to the file produced using a spreadsheet app.
spyware
Article • 06/24/2022
See Security term collection
SQL, SQL Server
Article • 06/24/2022
When you're referring to a computer that's running Microsoft SQL Server, use a
computer running SQL Server or a computer that's running SQL Server. (Note the capital S
in Server.)
When you're referring to Structured Query Language as SQL, treat SQL as an acronym
pronounced “sequel” and use the indefinite article a: a SQL database.
Examples
Connect Power BI to an external data source, such as a SQL database.
Review installation requirements, system configuration checks, and security
considerations for a SQL Server installation.
start, restart
Article • 06/24/2022
Don't use start to describe selecting a program or app to open it. Use open instead.
Use restart to describe closing and reopening a program or app or turning a device off
and then immediately back on.
See also Describing interactions with UI, turn on, turn off
Start button, Start menu
Article • 06/24/2022
Capitalize references to the Start menu and the Start button on the Windows taskbar.
Don't use bold formatting for Start unless you're referring to the menu or button in
instructions.
Don't refer to the Start button as the Windows Start button.
Don't include the word button unless it's necessary for clarity. If you do, button is
lowercase.
If possible, to help customers locate the button, include the Start graphic in
references to the Start button.
Example
You'll find the Start button on the taskbar.
start page
Article • 06/24/2022
Don't use to refer to the main page of a website or the page a browser displays upon
opening. Use home page instead.
See also home, home page
start up, startup
Article • 06/24/2022
Don't use start up as a verb. Use start instead.
Note Use open, not start, to describe selecting a program or app from the Start menu to
open it.
Don't use on startup or similar noun phrases in content for a general audience. It's OK to
use on startup in content for a technical audience.
It's OK to use startup as an adjective in phrases such as startup screen.
Examples
To open the app, select the icon.
When the app opens, a startup screen appears.
Open OneNote and start taking notes.
See also Start button, Start menu
status bar
Article • 06/24/2022
Use instead of status line or message area to refer to the area at the bottom of a
document window that shows the status of a document and other information, such as
the meaning of a command. Messages appear on, not in, the status bar.
Example
The page number is displayed on the status bar.
stop, stop responding
Article • 06/24/2022
Don't use stop to mean exit a program. It's OK to use stop for hardware operations.
Use stop responding only when a program encounters a problem and can't close itself.
Use close to describe the action a program takes to close itself when it has encountered
a problem and can't continue.
See also Describing interactions with UI
storage, storage device
Article • 06/24/2022
Don't use storage to refer to available space on a disk. Use disk space instead.
It's OK to use storage device to refer generally to external drives, USB drives, and other
types of storage hardware.
store, marketplace, gallery
Article • 06/24/2022
Use store, not marketplace, gallery, or another word, to refer to any Microsoft online
shopping site―whether all products, services, and items are from Microsoft only or from
partners as well. Examples: Microsoft Store, Microsoft Store for Business.
In an online store (either in a product experience or the web), avoid including by in the
publisher line. For example, use Microsoft, not by Microsoft. If you must include by,
lowercase it.
See also Microsoft Store
stream, streaming
Article • 06/24/2022
OK to use as a noun or verb to refer to audio, video, or graphics coming to a browser or
media player over the internet. Stream is also OK to use as an I/O management term in
C programming.
stretch
Article • 06/24/2022
See Touch and pen interaction term collection
struct, structure
Article • 06/24/2022
Don't use struct in text to refer to a data structure identified by the struct language
keyword. Use structure instead.
style sheet
Article • 06/24/2022
Two words. Use to refer to a file of instructions for formatting a document or to a list of
words and phrases and how they're used or spelled in a particular document.
In XML context, use style sheet to refer to an .xsl file. Use Extensible Stylesheet Language
(or its abbreviation, XSL, if the term is familiar to your audience) to refer to the related
technology.
See also Cascading Style Sheets (CSS)
sub-
Article • 06/24/2022
In general, don’t hyphenate words beginning with sub-, such as subheading and
subsection, unless it’s necessary to avoid confusion or if sub- is followed by a proper
noun, as in sub-Saharan. When in doubt, check The American Heritage Dictionary .
To learn more about hyphenation, see Hyphens.
subaddress
Article • 06/24/2022
Don't use to refer to parts of an address that go to a specific place in a file, such as a
bookmark. Use a more specific term.
subclass
Article • 06/24/2022
Don't use as a verb. Use a common verb, such as create a subclass, instead.
surf
Article • 06/24/2022
OK to use in informal contexts to describe a more random browsing than the less
informal browse implies.
swipe
Article • 06/24/2022
See Touch and pen interaction term collection
switch
Article • 06/24/2022
As a verb, use instead of activate or toggle.
Example
Use Alt+Tab to switch between open windows.
In content for a technical audience, it's OK to use switch as a noun to refer to command-
line and compiler options, such as /Za.
See also turn on, turn off
symbol
Article • 06/24/2022
Use to refer to a graphic or special character that represents something else, but
differentiate a symbol from an icon. (An icon represents an object the customer can
select and open. A symbol can appear on an icon.)
Follow these guidelines when discussing symbols:
Write out the name of the symbol in text and, if the symbol itself is important,
enclose the symbol in parentheses. Use a symbol by itself only in tables and lists
where space is limited or in mathematical expressions.
Examples
Enter a backslash (\) to return to the previous directory.
Only 75 percent of the students attended.
For UI elements, such as buttons, you can use a graphic of the button by itself after
it has been named once or if selecting it displays a definition.
Examples
Select the Minimize button ( ).
Select .
Write out the plurals of symbols, showing the use in parentheses. Don't add s or 's
to a symbol.
Example
Enter two backslashes (\\) to show a network connection.
Don't insert a space between a number and the symbol it modifies.
Examples
75%
<100
See also Special character term collection, Keys and keyboard shortcuts term collection
sync
Article • 06/24/2022
Sync, not synchronize, a file, folder, or library to a local drive, a SharePoint drive, a server,
or the cloud.
system administrator
Article • 06/24/2022
See administrator, admin
system prompt
Article • 06/24/2022
See command prompt
system software
Article • 06/24/2022
Use system software (singular) instead of systems software (plural).
system tray
Article • 06/24/2022
Don't use. Use notification area instead.
See also notification area
tab
Article • 06/24/2022
Don't use as a verb.
As a noun, use only to refer to tabs on a ribbon, a webpage, in a dialog box, and so on.
For other uses, clarify the meaning with a descriptor, such as the Tab key, a tab stop, or a
tab mark on the ruler.
Examples
Use the Tab key to move through a dialog box.
Set a tab stop on the ruler.
On the View tab ....
See also Describing interactions with UI, Formatting text in instructions
table of contents
Article • 06/24/2022
Don't use Table of contents as the heading for the list of contents at the beginning of a
document or file. Use just Contents instead.
It's OK to refer generically to a table of contents.
Don't use to describe on-screen navigation.
tablet
Article • 06/24/2022
See Computer and device term collection
tap, double-tap, tap and hold
Article • 06/24/2022
See Touch and pen interaction term collection
target drive, target file
Article • 06/24/2022
Don't use. Refer to the specific drive, folder, or file instead. If the concept of target is
important to the discussion, use destination drive or destination file instead.
Examples
Set your phone to automatically save photos and videos to Microsoft OneDrive.
By default, the file is saved to the Scanned documents folder.
Copy the file to the USB drive.
taskbar
Article • 06/24/2022
One word.
terabyte, TB
Article • 06/24/2022
See Bits and bytes term collection
terminate
Article • 06/24/2022
Don't use as a synonym for close or exit.
In content for a technical audience, it's OK to use terminate in phrases such as null-
terminated string or terminate a process.
See also Describing interactions with UI
text, text message
Article • 06/24/2022
Use as an adjective, a noun, or a verb in the context of SMS messages. Use text message
and send or receive a text message, if necessary, to avoid ambiguity.
Use text or text message rather than SMS (short message service) or MMS (multimedia
messaging service) for the US audience. For markets where SMS may be the more
common usage, localization teams will use the appropriate term.
Global tip In some languages, text is translated differently as a noun and a verb. Provide
enough context for localization to determine how to translate text. For example, instead
of text a friend, say send a text to a friend or text a quick message to a friend.
See also message
text box
Article • 06/24/2022
Refer to a box in which the user enters text only by its label. If you must use a descriptor,
use box. Don't use field or entry field, except in content about database programs.
Examples
File name box
Enter or update an email address for Work email.
In content for developers, it's OK to use text box in content about designing and
developing the UI.
See also Describing interactions with UI, Formatting text in instructions
thanks, thank you
Article • 06/24/2022
In general, use thanks not thank you. It's OK to use thank you in content that has a
formal tone or is about a serious subject, such as cybersecurity or privacy.
Don't use thanks unnecessarily. Use thanks as the closing in email, a letter, or a similar
message. Otherwise, thank the customer only when they've been inconvenienced or
they went out of their way to do something.
Examples
Thanks for your feedback.
Microsoft offers a 10 percent military discount as a way to say thank you for your
service.
that vs. which
Article • 06/24/2022
Use that at the beginning of a clause that’s necessary for the sentence to make sense.
Don’t put a comma before that.
Global tip Include that even if the sentence is clear without it. It helps to clarify the
sentence structure.
Use which at the beginning of a clause that adds supporting or parenthetical
information. If you can omit the clause and the sentence still makes sense, use which,
and put a comma before it.
Examples
To learn more about features that aren’t supported in the trial version, see the feature
comparison chart.
Catch the latest episode of “This Week on Windows,” which looks at the new Surface
Book and more.
The comparison chart shows which features aren't supported in the trial version.
Don’t use that or which in clauses that refer to a person. Use who instead.
See also who vs. that
thousand, K
Article • 06/24/2022
See Numbers
tile, Live Tile
Article • 06/24/2022
Lowercase tile in general references to the shortcuts on the Start menu that customers
can move around. These can be static, live, or content tiles.
Capitalize Live Tile to describe the feature and in marketing materials.
time out, time-out
Article • 06/24/2022
Always hyphenate as an adjective or a noun. Don't hyphenate as a verb phrase, such as
the connection timed out.
time stamp
Article • 06/24/2022
Two words.
toast
Article • 06/24/2022
Don't use to refer to a notification triggered by an app or the operating system that's
displayed in a pop-up notification. Use notification instead.
to-do
Article • 06/24/2022
Don’t use to-do as a noun. Always hyphenate as an adjective. Don't capitalize.
Examples
items on your to-do list
Here's what you need to do.
toggle
Article • 06/24/2022
Don't use as a verb. Instead, use switch, turn on, or turn off with the name of the toggle
or command to describe what the customer must do.
OK to use as a noun or an adjective, as in toggle key or toggle switch. A toggle turns a
particular mode on or off.
When you must refer to a toggle by name, use bold formatting for the name of the
toggle. Use sentence-style capitalization unless you need to match the UI. Include the
word toggle if it adds needed clarity.
Examples
Use the Caps lock key to switch from typing capital letters to typing lowercase letters.
To switch between Normal, Outline, and Slide Sorter views, use the buttons on the View
tab.
To make text and apps easier to see, turn on the toggle under Turn on high contrast.
To keep all applied filters, turn on the Pass all filters toggle.
See also Describing interactions with UI, Formatting text in instructions
tone
Article • 06/24/2022
Don't use to refer to a beeping sound. Use beep instead.
It's OK to use tone in other contexts dealing with sound, such as a dial tone or a tone
coming from a speaker.
tool
Article • 06/24/2022
Use tool, not utility, to describe a feature that helps customers accomplish tasks.
See also
add-in, add-on
app, application
applet
Control Panel
toolkit
Article • 06/24/2022
One word.
top left, top right
Article • 06/24/2022
Don't use.
See upper left, upper right
top-level folder
Article • 06/24/2022
In content for a general audience, use instead of root directory to refer to the directory
or folder from which all other directories or folders branch.
In content for developers, use root directory.
Example
The top-level folder for most customers is the Documents folder.
See also root directory
touchpad
Article • 06/24/2022
See Computer and device term collection
touchscreen
Article • 06/24/2022
See Computer and device term collection
touch-sensitive
Article • 06/24/2022
Always hyphenate.
toward
Article • 06/24/2022
Use instead of towards.
trackball
Article • 06/24/2022
See Computer and device term collection
trailing
Article • 06/24/2022
Use instead of following in phrases such as trailing periods, trailing slashes, and trailing
spaces, which might occur at the end of strings, parameters, or other values. Trailing in
this context is the opposite of leading.
trojan horse, trojan
Article • 06/24/2022
See Security term collection
turn on, turn off
Article • 05/22/2023
Use instead of power on/power off, start/stop, or switch on/switch off to mean turning the
device on and off.
Use instead of enable and disable to refer to commands and features that can be
activated or deactivated. Or use more specific pairs of words such as make available and
make unavailable; show and hide; add and remove; or allow and block.
Don't use to refer to selecting or clearing checkboxes in instructions. Use select and clear
instead. It's OK to use turn on/turn off to refer to webpage options and toggles.
Examples
To turn on pop-up blocking ….
To keep all applied filters, turn on the pass all filters toggle.
If the command prompt isn’t available, your network administrator might have turned
off this feature.
See also
Describing interactions with UI
disable, disables (functionality)
enable, enables
shut down, shutdown
unavailable
turnkey
Article • 06/24/2022
One word.
type
Article • 06/24/2022
See Describing interactions with UI
UK
Article • 06/24/2022
Avoid using as an abbreviation for United Kingdom unless space is limited.
Don't use as a synonym for Great Britain (GB) or England.
Ultrabook
Article • 06/24/2022
Use only to differentiate the Intel device from other types of thin and light laptops.
See also Computer and device term collection
un-
Article • 06/24/2022
In general, don’t hyphenate words beginning with un-, such as undo and unread, unless
it’s necessary to avoid confusion, as in un-ionized, or unless un- is followed by a proper
noun, as in un-American. When in doubt, check The American Heritage Dictionary .
To learn more about hyphenation, see Hyphens.
unavailable
Article • 06/24/2022
Most of the time, talk about the actions that customers should take rather than
describing UI.
When you must discuss UI, use not available or isn’t available instead of unavailable,
disabled, or grayed to describe commands and options that are in an unusable state. Use
appears dimmed if you must describe their appearance. It’s OK to use unavailable to
describe an outage or a service that isn’t offered to certain customers.
Examples
The command isn’t available until you select text.
If the option appears dimmed, it's not available.
If the command prompt isn’t available, your network administrator might have turned
off this feature.
Some My Site features are temporarily unavailable. Please try again later.
See also disable, disabled, turn on, turn off
uncheck, unmark, unselect
Article • 06/24/2022
Don't use to refer to clearing a checkbox. Use clear instead.
undelete
Article • 06/24/2022
Don't use.
See restore
underline vs. underscore
Article • 06/24/2022
Use underline to describe text formatting that puts a line under the characters. Use
underscore to refer to the underscore character ( _ ).
undo
Article • 06/24/2022
OK to use as a verb to describe the action associated with the Undo command. Don't
use as a noun. For example, don't say, After an undo, you can redo ....
Examples
To undo multiple actions ....
After undoing an action, ....
uninstall
Article • 06/24/2022
Use uninstall as a verb to describe removing apps, programs, and hardware drivers from
a device.
Don't use uninstall as a noun.
See also remove
unregister
Article • 06/24/2022
Don't use in content for a general audience. It's OK to use unregister in content for
developers.
unwanted software
Article • 06/24/2022
See Security term collection
upgrade
Article • 06/24/2022
Use as a verb to describe replacing an installed version of a product with a newer
version of the same product. Use as a noun to describe the process of upgrading
software.
Don't use upgrade as a synonym for update, service pack, or any other release that
occurs between product versions.
Examples
Upgrade qualified Windows 7 or Windows 8.1 devices for free.
The upgrade was successful.
upload
Article • 06/24/2022
Use as a verb to describe transferring files from a local device to a website, server, or
share.
When you use upload as a verb, describe what the customer is transferring and where
the customer is transferring it to. In grammatical terms, use both a subject (the thing to
be uploaded) and an object (the thing the subject is uploaded to) with the verb upload.
Example
Upload a document from your computer to this library.
See also download, load
UPnP
Article • 06/24/2022
Don't spell out as Universal Plug and Play. Don't use as a synonym for Plug and Play or
PnP.
Use UPnP as an adjective followed by certified, if appropriate, and a specific term, such
as device, architecture, or standards.
Example
This UPnP certified device features ....
Don't use UPnP to refer to an uncertified device.
Don't use as a noun by itself. For example, don't say, UPnP is an architecture for
pervasive peer-to-peer network connectivity. Rephrase the sentence as, The UPnP
architecture enables pervasive peer-to-peer network connectivity.
For other guidelines, see the Open Connectivity Foundation website .
See also Plug and Play, plug and play
upper left, upper right
Article • 06/24/2022
Hyphenate as adjectives. Use instead of top left and top right.
Example
The upper-right corner
Accessibility note Don't use directional terms (left, right, up, down) as the only clue to
location. Individuals with cognitive impairments might have difficulty interpreting them,
as might people who are blind and use screen-reading software. It's OK to use a
directional term if another indication of location, such as in the Save As dialog box, on
the Standard toolbar, or in the title bar, is also included. Directional terms are also OK to
use when a sighted user with dyslexia can clearly see a change in the interface as the
result of an action, such as a change in the right pane when an option in the left pane is
selected.
uppercase
Article • 06/24/2022
Most of the time, use capital letters instead of uppercase. It's OK to use uppercase when
comparing with lowercase or to follow the UI.
One word. Don't use uppercase as a verb. Don't use uppercased.
When using uppercase and lowercase together, don't use a suspended hyphen (as in
upper- and lowercase). Spell out both words instead.
Examples
Change all the lowercase letters to uppercase.
Change the case of both lowercase and uppercase letters.
upsize
Article • 06/24/2022
Don't use. Use scale up instead.
upward
Article • 06/24/2022
Use instead of upwards.
URL
Article • 06/24/2022
In content for a general audience, use address rather than URL. In content for a technical
audience, don't spell out URL on the first mention. If you have a reason to spell out URL,
use uniform resource locator. Use a, not an, as an article preceding URL.
Use of (not for) to describe the relationship of the word URL to a resource.
Example
Search results include the URL of the page.
See also URLs and web addresses
US
Article • 06/24/2022
It's OK to use US as an abbreviation for United States as an adjective and when space is
limited. Spell out United States as a noun except when third-party, legally required
content specifies otherwise.
Don't use USA, U.S., or U.S.A.
If you use the abbreviation, you don't have to spell out United States on the first
mention.
usable
Article • 06/24/2022
Use instead of useable.
USB
Article • 06/24/2022
See Computer and device term collection
use terms
Article • 06/24/2022
Don't use to mean license terms.
See Microsoft Software License Terms
user, end user
Article • 06/24/2022
Don't use end user.
Avoid user when you can. Use audience, customer, person, people, employee, coworker, or
you instead.
It's OK to use user in content for developers to distinguish the technology developer
from the technology user. It's also OK to use user in content for technology
professionals to distinguish the system administrator from the system users.
user rights
Article • 06/24/2022
Use user rights only to refer to Windows security policies that apply to individual user
accounts or administrative groups. The system administrator manages user rights
through the User Rights Assignment snap-in. User rights are assigned, not granted or
allowed.
When you refer to a named user right, use sentence-style capitalization and bold
formatting for the name itself.
If an operation requires that the user be signed in to an account that's a member of a
specific administrative group, refer to the group instead of to the associated user rights.
Don't use privilege as a synonym for user right.
Examples
You must have the Perform volume maintenance tasks user right to perform this task.
You must be signed in as a member of the Administrators group to perform this task.
See also permissions, rights
using, by using, with
Article • 06/24/2022
In instructions or technical content, use by using or that use to eliminate ambiguity.
Examples
Refine your pictures by using the photo editor.
Azure DNS is a hosting service that uses Azure infrastructure to provide DNS name
resolution.
Don't use with as a synonym for using or by using. It's OK to use with in marketing
contexts and with product and service names.
Example
With OneDrive, you can share your favorite things across your favorite devices, including
PCs, Macs, tablets, and phones.
utility
Article • 06/24/2022
Don't use.
See
add-in, add-on
app, application
applet
tool
Control Panel
value axis
Article • 06/24/2022
Lowercase. Don't hyphenate.
Usually refers to the vertical axis in 2D charts and graphs, which shows the values being
measured or compared. Refer to it as the value (y) axis on the first mention. On
subsequent mentions, use y-axis. It's OK to use vertical (y) axis in content for a general
audience.
Don't use italic formatting for the y in y-axis unless the entire word is italic.
In 3D charts, the z-axis is usually the value axis.
See also category axis, z-axis
versus, vs.
Article • 06/24/2022
In headings, use the abbreviation vs., all lowercase. In text, spell out as versus.
video call, videoconference
Article • 06/24/2022
Use video call, not videoconference, when you need to be specific. Otherwise, it's OK to
use call or meeting.
In a verb phrase, follow the UI or use start a video call, join a video call, participate in a
video call, or end a video call.
video card
Article • 06/24/2022
Use video card instead of video adapter, display adapter, graphics adapter, graphics card,
or graphics board.
video display
Article • 06/24/2022
Don't use.
See Computer and device term collection
video driver
Article • 06/24/2022
Use video driver instead of display driver or graphics driver.
video game, video-game
Article • 06/24/2022
Two words as a noun. Hyphenate as an adjective.
Examples
Tips for playing your video game
Video-game tips
virtual
Article • 06/24/2022
Use only to refer specifically to a device or service that appears to be something it's not
or that doesn't physically exist. For example, a virtual machine isn't an actual computer;
it's something that emulates one.
Don't use in content for a general audience.
Examples
Each Azure service is supported by a different type of virtual machine.
virtual desktop
virtual memory
virtual root
virtual server
virtual agent
Article • 06/24/2022
See AI and bot term collection
virtualize
Article • 06/24/2022
Don't use in content for a general audience.
In content for a technical audience, it's OK to use virtualize sparingly to mean creating a
virtual implementation. For example, it's OK to use virtualize storage to refer to creating
virtual storage.
Don't use as a synonym for simulate.
visit
Article • 06/24/2022
Don't use to describe opening or switching to a website or webpage. Use go to instead.
See also Describing interactions with UI
voice user interface (VUI)
Article • 06/24/2022
See AI and bot term collection
voice-activated device
Article • 06/24/2022
See AI and bot term collection
voicemail
Article • 06/24/2022
One word. Don't abbreviate as v-mail or vmail.
Use to refer generically to a voicemail app, to refer collectively to messages, or to refer
to an individual message. If necessary to distinguish these meanings, use voicemail
message or message to refer to an individual voicemail.
Don't use as a verb. Use leave a voicemail or leave a message instead.
Examples
You have two new voicemails.
To respond to the caller with a message ....
vulnerability
Article • 06/24/2022
See Security term collection
W3C
Article • 06/24/2022
Don't spell out.
want
Article • 06/24/2022
Use instead of wish or desire when the customer has a choice of actions. Don't use when
you mean need, which indicates a requirement or obligation.
Example
Select PC info if you want to find out what version of Windows you're running.
we
Article • 06/24/2022
In general, don't use. Focus on the customer, and avoid making Microsoft the subject.
It's OK to use phrasing like we recommend if it helps you avoid awkward phrasing like it's
recommended, but write around it if you can.
Examples
The scheduled default setting is the easiest way to keep your computer up to date.
(Instead of We recommend that you use the scheduled default setting ....)
Select the people you want to give permission to. We'll verify their identities before
opening the document.
In September, we took a major step forward in introducing Windows 10 to our
enterprise customers.
See also Microsoft
wearable, wearable device
Article • 06/24/2022
See Computer and device term collection
web, World Wide Web, WWW
Article • 06/24/2022
Lowercase web as a modifier except to match UI or in feature names that include web.
Avoid the phrase World Wide Web. Use the web instead.
Lowercase www in URLs and internet addresses.
Use on to refer to material existing on the web. Use to or on to refer to the action of
creating and publishing something to the web or on the web.
The following terms that include web are one word:
webpage
website
webcam
webcast
webmaster
webzine
The following terms that include web are hyphenated:
web-centric
web-based
web-enabled
The following terms that include web are two words:
web address
web app
web browser
web content
web crawler
web document
web folder
web part
See also URLs and web addresses
web services
Article • 06/24/2022
Use web services to refer to protocols and data formats, like XML, SOAP, and WSDL, that
provide the means for integrating web-based apps.
Don’t use web service or web services to refer generally to apps and services that you
access online. Instead, mention the service by name or use service or services instead.
wellbeing
Article • 06/24/2022
Do not use well-being, but wellbeing. Do not hyphenate.
Example
MyAnalytics gives you insights into your work patterns around focus, network, wellbeing,
and collaboration over the past four weeks.
where
Article • 06/24/2022
Use to introduce a list, as in code or formulas, to define the meaning of elements such
as variables or symbols.
Example
Use the following formula to calculate the return, where: r = rate of interest n = number
of months p = principal.
while
Article • 06/24/2022
Use only to refer to something occurring in time. Don't use as a synonym for although,
whereas, on the contrary, or in spite of.
Examples
We're having trouble getting this info right now. Check back in a little while.
Although the icon indicates that the print job is finished, you might have to wait until a
previous job is finished.
white hat hacker
Article • 06/24/2022
See Security term collection
white paper
Article • 06/24/2022
Two words.
white space
Article • 06/24/2022
Two words.
whitelist
Article • 06/24/2022
Never use whitelist. Use allowlist instead.
For more specific usage, safe senders list can be used.
Examples
You can use safe senders lists to help with false positives.
The allowlist is a list of digits that will not be blocked by the app.
who vs. that
Article • 06/24/2022
Use who instead of that to introduce clauses referring to people.
Example
Custom Setup is the best choice for customers who want to alter the standard Windows
configuration.
Wi-Fi
Article • 06/24/2022
Try to use a general phrase instead, such as wireless network, or refer to the specific
technology that you're describing, such as wireless LAN.
Wi-Fi is a proper noun and a registered trademark. Capitalize and hyphenate when
referring specifically to Wi-Fi technologies. Don’t use WiFi, wifi, or Wifi. Don’t include the
registered trademark symbol (®).
wildcard character
Article • 06/24/2022
Use wildcard character, not just wildcard, to describe a character used to represent one
or many characters, such as the asterisk (*) or question mark (?).
Wildcard is one word.
window
Article • 06/24/2022
Don't use as a verb.
See also Describing interactions with UI, Formatting text in instructions
Windows, Windows-based
Article • 06/24/2022
Use Windows as a modifier for aspects or elements of the Windows operating system.
Don't use Windows-based.
It's OK to use Windows user sparingly to avoid awkward constructions, but try to avoid
user in general.
Examples
Windows app
Windows device
the Windows Recycle Bin
a device running Windows
See also user, end user, runs vs. runs on
Windows 10, Windows 11
Article • 11/15/2023
Always use the entire name. Don't precede the name with Microsoft.
Windows Explorer
Article • 06/24/2022
Don't use.
See File Explorer
wireframe
Article • 06/24/2022
One word.
wireless
Article • 06/24/2022
Avoid talking about wireless technology to general users except in the context of
connecting to a network. Even in that context, whenever you can, discuss connecting to
the internet without referring to the technology.
wizard
Article • 06/24/2022
In general, don't use the term wizard unless it appears in the UI. Instead, talk about what
the customer needs to do to accomplish the task.
It's OK to use wizard in content for a technical audience that discusses how to develop
wizards.
Use lowercase for the generic term wizard. Capitalize wizard if it's part of a feature name
that appears in the UI. (This is uncommon.)
If you need to refer to an individual screen in a wizard, call it a page.
word processing, word-processing
Article • 06/24/2022
Use word processor or word processing as a noun.
Hyphenate word-processing as an adjective.
Don't use word process or word processing as a verb. Use write, format, or another term
instead.
wordwrap, wordwrapping
Article • 06/24/2022
Don't use.
work area, workspace
Article • 06/24/2022
Work area is two words. Workspace is one word.
In general, don't discuss UI. Instead, talk about what the customer wants to do.
If it's necessary to describe UI, use workspace to refer to the area within a window where
the customer interacts with the UI.
Use work area only when the term has a specific meaning in a particular product.
work style
Article • 06/24/2022
Two words.
workgroup
Article • 06/24/2022
One word.
working memory
Article • 06/24/2022
Don't use. Use available memory instead.
workstation
Article • 06/24/2022
One word.
Avoid except in discussions of clients and servers.
workstream
Article • 06/24/2022
Use as one word without a hyphen.
Examples
Workstreams are channels within a team that aid the team in organizing their work.
Each channel represents a different topic or workstream within the overall team.
Creating channels is a great way to organize conversations and files by workstream or
subject.
worldwide vs. international
Article • 06/24/2022
Use worldwide to describe something that encompasses all regions or involves the
entire world. It's OK to use global to mean worldwide.
Examples
Get one month of free, worldwide calling.
OneNote Mobile for Android is now available in more than 20 markets worldwide.
Ensuring global acceptability in the usability of our products along with local relevance
(world readiness).
Don't use international in the context of something that encompasses the entire world
as it can imply a US-centric worldview.
Don’t use international to mean “outside the United States.” Instead, refer to a specific
region or use wording that describes what you mean.
Examples
In the first half of 2016, Azure achieved new certifications in Japan, Spain, and the
United Kingdom and expanded certifications in seven other regions. Microsoft is driving
the transformation of business and industry across Europe and around the world.
See also global
write-only
Article • 06/24/2022
Always hyphenate.
See also read/write, read/write permission
write-protect, write-protected
Article • 06/24/2022
Always hyphenate.
Use write-protect as a verb. Use instead of lock to refer to the action of protecting disks
from being overwritten.
Use write-protected as an adjective.
Examples
to write-protect a disk
a write-protected disk
x
Article • 06/24/2022
Use a lowercase x in italic type as a placeholder number or variable.
Don't use x to refer to a generic, unspecified number. Use n instead.
Don't use x in place of a multiplication sign.
See also n, multiplication sign (×)
x-axis
Article • 06/24/2022
Lowercase. Hyphenate.
On the first mention, use category (x) axis to refer to the horizontal axis in charts and
graphs that shows the categories being compared. On subsequent mentions, use x-axis.
It's OK to use horizontal (x) axis in content for a general audience.
Don't use italic formatting for the x in x-axis unless the entire word is italic.
See also value axis, category axis
x-coordinate
Article • 06/24/2022
Lowercase. Hyphenate.
Don't use italic formatting for the x in x-coordinate unless the entire word is italic.
XON/XOFF
Article • 06/24/2022
Note capitalization and slash.
y-axis
Article • 06/24/2022
Lowercase. Hyphenate.
On the first mention, refer to the y-axis as the value (y) axis. On subsequent mentions,
use y-axis. It's OK to use vertical (y) axis in content for a general audience.
Don't use italic formatting for the y in y-axis unless the entire word is italic.
See also category axis, value axis
y-coordinate
Article • 06/24/2022
Lowercase. Hyphenate.
Don't use italic formatting for the y in y-coordinate unless the entire word is italic.
z-
Article • 06/24/2022
Hyphenate all words referring to entities that begin with z used as a separate letter, such
as z-axis, z-coordinate, z-order, and z-test.
Don't use italic formatting for the z in these words unless the entire word is italic.
z-axis
Article • 06/24/2022
Lowercase. Hyphenate.
In 3D charts, the z-axis shows depth and generally represents values. On the first
mention, refer to the z-axis as the value (z) axis, where both the x-axis and y-axis are
category axes. On subsequent mentions, use z-axis.
Don't use italic formatting for the z in z-axis unless the entire word is italic.
See also value axis
zero, zeros
Article • 06/24/2022
Use zeros, not zeroes, as the plural of zero.
When a measurement includes 0, use the plural form of the spelled-out unit of measure.
Examples
0 MB
0 megabytes
See also Units of measure term collection
ZIP Code
Article • 06/24/2022
It’s OK to use ZIP Code in content that's intended for a US audience only. Otherwise, use
postal code.
Capitalize as shown.
zoom in, zoom out
Article • 06/24/2022
Use zoom in and zoom out as generic verbs in instructions for all input methods.
Don't use dezoom or unzoom.
See also Touch and pen interaction term collection
Accessibility Guidelines and
Requirements
Article • 06/24/2022
Microsoft devices and services empower people of all abilities, around the globe—at
home, at work, and on the go—to do the activities they value most.
This section provides an overview of accessibility guidelines:
Writing for all abilities
Colors and patterns in text, graphics, and design
Graphics, design, and media
See also Accessibility term collection
Learn more
Microsoft Accessibility site
Writing for all abilities
Article • 06/24/2022
Microsoft style—clean, simple design and crisp, clear content—is easier for all readers to
use, so nearly every writing recommendation in this guide will improve accessibility. Pay
special attention to the following guidelines.
Put the person first
In general, refer to a person who has a kind of disability, not a disabled person. When
you must describe specific disabilities or people with specific disabilities, use approved
terminology.
Write brief, meaningful, and focused text
Be especially clear and concise in instructions for product setup, basic features, input
methods, and accessibility features.
Lead with what matters most, so readers know immediately where to focus their
attention.
Keep paragraphs short and sentence structure simple—aim for one verb per sentence.
Read text aloud and imagine it spoken by a screen reader.
Use parallel writing structures for similar things. For example, use singular nouns for
each top-level heading. Or, use a verb to start each item in a list.
Spell out words like and, plus, and about. Screen readers can misread text that uses
special characters like the plus sign (+) and tilde (~).
Write brief but meaningful link text. Be descriptive—links should make sense without
the surrounding text.
Distinguish link text visually. Use redundant visual cues, such as both color and
underline.
Don’t force line breaks (also known as hard returns) within sentences and paragraphs.
They may not work well in resized windows or with enlarged text.
Use content structure and location to
communicate
Emphasize important points visually and stylistically. Lists, headings, and tables
reinforce relationships between concepts. Provide summary information about the table,
and use concise and specific column headings.
Use heading styles instead of text formatting. Heading levels communicate the
hierarchy of content.
Don’t use directional terms as the only clue to location. Left, right, up, down, above,
and below aren’t very useful for people who use screen-reading software. If you must
use a directional term, provide additional text about the location, such as in the Save As
dialog box, on the Standard toolbar, or in the title bar.
Document alternate input methods
In product documentation, document all supported modes of interaction, input
commands, and keyboard shortcuts. Include mice, keyboards, voice recognition
devices, game controllers, gestures, and other interaction modes.
Learn more
Describing alternative input methods
In procedures and instructions, use generic verbs that apply to all input methods and
devices. Avoid verbs like click (mouse) and swipe (touch) that don't make sense with
some alternative input methods used for accessibility.
Learn more
Describing interactions with UI
Colors and patterns in text, graphics,
and design
Article • 06/24/2022
Choose colors and patterns carefully. High contrast may improve readability for people
who have low vision. For people with some types of color blindness, certain color
combinations are difficult to distinguish.
Don’t convey information with color alone. For example, use both color and underlined
text for links, and use pattern and color to differentiate information in charts and
graphs. Remember that high-contrast personalization themes in Windows alter text
color.
Don’t hard-code colors. They can become illegible in high-contrast themes.
Choose color combinations with a minimum contrast ratio of 4.5:1. Don’t use low-
contrast or hard-to-read color combinations, such as light green and white or red and
green.
Don’t use screens or tints in art.
Don’t use screened or shaded backgrounds, watermarks, or other images behind text.
Reduced contrast makes text harder to read and hinders screen readers.
Graphics, Design, and Media
Article • 06/24/2022
Websites need to be accessible to everyone. Websites that are accessible to people with
disabilities also support customers with various browsers, settings, and devices or who
use older technologies.
In general, use clean and simple graphic design. Provide alternate ways to get the
information that's conveyed by pictures, multimedia, and image maps.
Design
Keep text within a rectangular grid for visibility and ease of scanning.
Format tables according to the Web Content Accessibility Guidelines (WCAG) 2.0 .
If you use frames, provide alternative pages without them.
Don’t use scrolling marquees unless the customer has control over them.
Images, image maps, and multimedia
Provide clear descriptions that don’t require pictures, or provide both. Make sure the
reader can get the whole story from either the picture or the written description.
Provide brief, accurate alt text for elements other than live text, including graphics,
audio, video, animations, GIFs, and pictures of text. Describe the element in a way that
conveys useful information to the reader. For complex elements, link to a separate page
with more details.
Provide closed-captioning, transcripts, or descriptions of audio and video content.
Provide text links in addition to image maps.
Plan links and image-map links to support Tab key navigation with bidirectional text.
Acronyms
Article • 10/19/2022
Acronyms and abbreviations can have an adverse effect on clarity, voice, and findability.
Although some acronyms are widely understood and preferred to the spelled-out term,
others aren't well known or are familiar only to a specific group of customers.
Don't create acronyms from product or feature
names
Always spell out Microsoft product and feature names.
Only use acronyms that your audience is
familiar with
The A–Z word list has guidelines for many common acronyms, and some acronyms are
so widely used that they're in The American Heritage Dictionary .
If you have to use an acronym, also spell out
the term for clarity
In general, include the acronym in parentheses following the spelled-out term. On
subsequent mentions in the same article, page, or screen, you can use the acronym
without spelling it out.
Some acronyms, like USB, FAQ, and URL, are more well known than the spelled-out term.
Don't spell out the term if the acronym is listed in The American Heritage Dictionary or
if the A–Z word list says to use the acronym without spelling it out. If you're sure your
audience is familiar with an acronym, it's OK to use it without spelling it out.
Examples
Conversation as a platform (CaaP) has the potential to make booking a flight as easy as
sending a text message. Developers are also looking to CaaP to make computing more
accessible to users of all abilities.
Learn how to connect a USB device to your Microsoft Surface.
Don't introduce acronyms that are used just
once
If an acronym will appear only once in your content, just spell out the term. Don't
introduce it in parentheses after the spelled-out version.
Exception It's OK to use both the spelled-out term and the acronym if both are needed
for SEO, even if the acronym is used only once.
Be careful with acronyms in titles and headings
Avoid using an acronym for the first time in a title or heading, unless it's a keyword that
you need to place in the title or heading for SEO. If the first use of the acronym is in a
title or heading, introduce the acronym (in parentheses, following the spelled-out term)
in the following body text.
Lowercase the spelled-out term
Lowercase all words in the spelled-out form of an acronym except for proper nouns. The
names of many protocols and specifications are considered proper nouns and are
capitalized when spelled out.
Examples
infrastructure as a service (IaaS)
dynamic-link library (DLL)
High-Definition Multimedia Interface (HDMI)
Use a or an, depending on pronunciation
Which article (a or an) you use depends on whether you pronounce the acronym like a
word or pronounce each letter.
Examples
a DLL
an ISP
a URL
a SQL database
Add s to make an acronym plural
Form the plural of an acronym like you would any other noun. If the acronym stands for
a singular noun, add a lowercase s to make it plural. If an acronym stands for a plural
noun, don’t add an s.
Examples
three APIs
Microsoft Foundation Classes (MFC)
Avoid the possessive form
Unless an acronym refers to a person or an organization, avoid using the possessive
form.
Examples
the IDE enhancements
the purpose of the FAQ
the CEO’s blog
Global tip In machine-translated content, be careful with acronyms that form common
English words, like RAM. If the acronym appears outside of the parentheses and without
the spelled-out version, it might be translated incorrectly.
See also Bits and bytes term collection, Units of measure term collection
Bias-free communication
Article • 10/18/2022
Microsoft technology reaches every part of the globe, so it's critical that all our
communications are inclusive and diverse.
Use gender-neutral alternatives for common terms.
Use this Not this
chair, moderator chairman
humanity, people, humankind man, mankind
operates, staffs mans
sales representative salesman
synthetic, manufactured manmade
workforce, staff, personnel manpower
Don't use he, him, his, she, her, or hers in generic references. Instead:
Rewrite to use the second person (you).
Rewrite the sentence to have a plural noun and pronoun.
Use the or a instead of a pronoun (for example, "the document").
Refer to a person's role (reader, employee, customer, or client, for example).
Use person or individual.
If you can't write around the problem, it's OK to use a plural pronoun (they, their, or
them) in generic references to a single person. Don't use constructions like he/she and
s/he.
Use this Not this
If you have the appropriate rights, you can set If the user has the appropriate rights, he can set
other users' passwords. other users' passwords.
A user with the appropriate rights can set other
users' passwords.
Developers need access to servers in their A developer needs access to servers in his
development environments, but they don't development environment, but he doesn't need
need access to the servers in Azure. access to the servers in Azure.
When the author opens the document …. When the author opens her document ….
Use this Not this
To call someone, select the person's name, To call someone, select his name, select Make a
select Make a phone call, and then choose the phone call, and then select his number.
number you'd like to dial.
If you want to call someone who isn't in your If you want to call someone who isn't in your
Contacts list, you can dial their phone number Contacts list, you can dial his or her phone
using the dial pad. number using the dial pad.
When you're writing about a real person, use the pronouns that person prefers,
whether it's he, she, they, or another pronoun. It's OK to use gendered pronouns (like he,
she, his, and hers) when you're writing about real people who use those pronouns
themselves.
It's also OK to use gendered pronouns in content such as direct quotations and the titles
of works and when gender is relevant, such as discussions about the challenges that
women face in the workplace.
Examples
The skills that Claire developed in the Marines helped her move into a thriving
technology career.
Anthony Lambert is executive vice president of gaming. With his team and game
development partners, Lambert continues to push the boundaries of creativity and
technical innovation.
The chief operating officer of Munson's Pickles and Preserves Farm says, "My great uncle
Isaac, who employed
his brothers, sisters, mom, and dad, knew that they—and his customers—were
depending on him."
Do you have a daughter? Here are a few things you can do to inspire and support her
interest in STEM subjects.
In fictitious scenarios, strive for diversity and avoid stereotypes in job roles. Choose
names that reflect a variety of gender identities and cultural backgrounds.
In text and images, represent diverse perspectives and circumstances. Depict a variety
of people from all walks of life participating fully in activities. Be inclusive of gender
identity, race, culture, ability, age, sexual orientation, and socioeconomic class. Show
people in a wide variety of professions, educational settings, locales, and economic
settings. Avoid using examples that reflect primarily a Western or affluent lifestyle. In
drawings or blueprints of buildings, show ramps for wheelchair accessibility.
Be inclusive of job roles, family structure, and leisure activities. If you show various
family groupings, consider showing nontraditional and extended families.
Be mindful when you refer to various parts of the world. If you name cities, countries,
or regions in examples, make sure they're not politically disputed. In examples that refer
to several regions, use equivalent references—for example, don't mix countries with
states or continents.
Don't make generalizations about people, countries, regions, and cultures, not even
positive or neutral generalizations.
Don't use slang, especially if it could be considered cultural appropriation, such as spirit
animal.
Don't use profane or derogatory terms, such as pimp or bitch.
Don't use terms that may carry unconscious racial bias or terms associated with
military actions, politics, or historical events and eras.
Use this Not this
primary/subordinate master/slave
perimeter network demilitarized zone (DMZ)
stop responding hang
Focus on people, not disabilities. For example, talk about readers who are blind or have
low vision and customers with limited dexterity. Don't use words that imply pity, such as
stricken with or suffering from. Don't mention a disability unless it's relevant. For more
information, see the Accessibility term collection.
Inclusive language Use title-style capitalization for Asian, Black and African American,
Hispanic and Latinx, Native American, Alaska Native, Native Hawaiian, Pacific Islander,
and Indigenous Peoples. Microsoft style is to lowercase multiracial and white.
Learn more For more information about writing that conveys respect to all people and
promotes equal opportunities, see the Guidelines for Inclusive Language from the
Linguistic Society of America.
See also Accessibility guidelines and requirements, Global communications
Capitalization
Article • 06/24/2022
Microsoft style uses sentence-style capitalization. That means everything is lowercase
except the first word and proper nouns, which include the names of brands, products,
and services. (Microsoft has more than 500 offerings. To help customers recognize, find,
and buy them, reserve capitalization for product and service names.)
Follow these guidelines in Microsoft content:
Use sentence-style capitalization most of the time. That means:
Capitalize the first word of a sentence, heading, title, UI label (such as the name
of a button or checkbox), or standalone phrase.
Capitalize proper nouns. To learn more about proper nouns, see Nouns and
pronouns.
Use lowercase for everything else.
Always capitalize the first word of a new sentence. Rewrite sentences that start with
a word that's always lowercase.
Don't use all uppercase for emphasis. (It's OK to use italic sparingly for emphasis.)
Don't use all lowercase as a design choice. Although all uppercase is used
occasionally as a design element, don't use it in text.
Don't use internal capitalization (such as AutoScale or e-Book) unless it's part of a
brand name.
Don't capitalize the spelled-out form of an acronym unless it's a proper noun.
When words are joined by a slash, capitalize the word after the slash if the word
before the slash is capitalized.
Examples
Country/Region
Turn on the On/Off toggle.
For information on capitalization in hyphenated compound words see Hyphens.
Learn more To learn more about capitalization, see The Chicago Manual of Style . If
you're not sure whether to capitalize a term, check the A–Z word list and The American
Heritage Dictionary .
For information about capitalizing UI labels in instructions, see Formatting text in
instructions.
Sentence-style capitalization in titles and
headings
Use sentence-style capitalization in most titles and headings: capitalize the first word
and lowercase the rest.
Exceptions Proper nouns, including brand, product, and service names, are always
capitalized. If a title or heading includes a colon, capitalize the first word after it.
Titles of blog posts, documentation articles, and press releases use sentence-style
capitalization.
Examples
Watch your favorite HD movies, TV shows, and more
1 TB of cloud storage
Choose the Office version that's right for you
Available for Microsoft partners and commercial and public-sector customers
Can a search engine predict the World Cup winner?
Block party: Communities use Minecraft to create public spaces
Title-style capitalization
Occasionally, title-style capitalization—capitalizing most words—is appropriate. For
example, product and service names, the names of blogs, book and song titles, article
titles in citations, white paper titles, and titles of people (Vice President or Director of
Marketing) require title-style capitalization. In a tweet, it's OK to use title-style
capitalization to highlight the name of a quoted article.
On the rare occasions when title-style capitalization is required, follow these guidelines:
Always capitalize the first and last words.
Example
A Home to Go Back To
Don't capitalize a, an, or the unless it's the first word.
Examples
Microsoft on the Issues
The Official Microsoft Blog
Don't capitalize prepositions of four or fewer letters (such as on, to, in, up, down, of,
and for) unless the preposition is the first or last word.
Examples
How to Personalize Windows
To Personalize Windows
Ryse: Son of Rome
Achieving Excellence in the Classroom Through Technology
OneNote Class Notebooks for Teachers
The Teaching Tool You're Looking For
Don't capitalize and, but, or, nor, yet, or so unless it's the first word or the last word.
Example
Monitoring and Operating a Private or Hybrid Cloud
Capitalize all other words, including nouns, verbs (including is and other forms of
be), adverbs (including very and too), adjectives, and pronouns (including this, that,
and its).
Examples
Enterprise Agility Is Not an Oxymoron
This Is All There Is
Teaching Math Over and Over Again, in Less Time Than Before
Capitalize the word after a hyphen if it would be capitalized without the hyphen or
it's the last word.
Examples
Self-Paced Training for Microsoft Visual Studio
Microsoft Management Console: Five Essential Snap-Ins
Five Essential Snap-ins for Microsoft Management Console
Copy-and-Paste Support in Windows Apps
Capitalize the first word of labels and terms that appear in UI and APIs unless
they're always lowercase (for example, fdisk).
In programming languages, follow the traditional capitalization of keywords and
other special terms.
See also Formatting titles
Chatbots and virtual agents
Article • 06/24/2022
A virtual agent is a type of bot that can be used to:
Provide information and answers.
Complete tasks like booking meetings or buying tickets.
Before you create a virtual agent, make sure it will add value to the customer
experience.
This type of bot is good for tasks where it's easier to ask for what you want rather than
navigate through a menu or search for keywords. But a bot isn't a human, and there are
some things that it isn't suited for.
Technically speaking, there are two kinds:
One kind is scripted. It can respond only to questions that it was programmed to
understand.
Another uses AI, so it can understand what the customer is telling it, and its
knowledge grows the more it interacts with people.
This section includes guidelines and tips to help you create this type of bot:
Structural and technical considerations
Writing for bots
Care and feeding of the bot
Learn more
Microsoft's AI vision, rooted in research, conversations
Bot Framework documentation
Responsible bots: 10 guidelines for developers of conversational AI
Structural and technical considerations
Article • 06/24/2022
Clarify intent before acting
Until you're sure your bot can reliably interpret conversational cues, it should:
Confirm the customer's intent: "You need to reset your password. Is that right?"
Clarify and disambiguate the customer's input when necessary: "OK, we'll reset
your password. But first, I'd like to know more. Did you forget your password, or
are you concerned that someone else has your password? You can say, "I forgot,"
or "My account is compromised."
Be careful not to overdo it, though. It's better not to annoy the customer with a needless
prompt unless misunderstanding the request could cause damage.
Use buttons and other UI structure to keep
users on track
Prompt users with actionable statements and buttons to guide the conversation.
Offer suggestions when the bot is "confused" about what the user's request is.
Pace the conversation carefully
Break up messages into separate, readable blocks to make the pace of the
conversation feel more natural.
Make sure the bot doesn't respond so quickly that it rushes the customer. Add a
minimum delay if necessary.
Accommodate alternative word order and
incomplete requests
The bot should be able to recognize the customer's request, regardless of how it's
phrased.
Conclude the conversation when the request is
resolved
Mimic the sense of closure typical in human-to-human interaction by wrapping up the
conversation. For example: "Is there anything else I can help you with? [No.] OK, then.
Have a great day!" Having a sense of completion helps the customer feel like there's a
shared goal, reinforces the positive experience, and builds confidence in using the bot.
Writing for bots
Article • 06/24/2022
Be friendly while helping to complete the task
Tailor the tone of the bot's responses to the context. If it's something serious—like
billing or cybersecurity—be empathetic but brief and straightforward. If it's a more
mundane situation (like creating a new account), the tone can be more relaxed. And a
bot for Xbox can be lighthearted and casual.
See Microsoft's brand voice
Be honest and build trust
Make sure users know that they're not chatting with a person. For example, have
the bot introduce itself as a virtual support agent. The message can be brief—
research shows that customers are usually aware that they're chatting with a bot.
Explain what the bot's purpose is and what it can and can't do. Good ways of
framing the functionality are suggesting a first task or place to begin, or providing
buttons or shortcuts for the most frequent tasks.
Admit when things get messed up. And have a plan for dealing with the situation.
Plan for common misspellings and errors. These don't derail human-to-human
conversations, and being able to accommodate them will build the user's
confidence in the bot.
Accept—and plan for—the bot's limitations
There are some questions a bot just won’t have an answer for.
Make it clear to the user that the bot has a very specific role. Don't imply an open-
ended, "Ask me anything" role.
Be prepared for when the bot doesn't know the answer, and have it point the
customer in the right direction.
Decide what conversational cues will prompt the bot to escalate to a human. At
key points in the conversation, let the customer know how they can get help from
a human, if they want to.
Keep it simple, and keep it short
Customers abandon a chat when the prompts are lengthy. To keep your writing simple
and straightforward, use the Flesch-Kincaid Grade Level feature in Microsoft Word or an
app like Hemingwayapp.com to figure out the grade level of your scripts. In general, the
lower the grade level, the better.
Anticipate mischief
Plan how the bot should respond when users start to play games with it—for example,
asking the same question over and over to test it, using offensive language, or asking
nonsense questions. An appropriate response shows that the bot can be relevant and
helpful, if given a chance. Humor can be effective, but be careful: a humorous response
to an offensive question can backfire.
Be a good listener
Invite the user into the conversation on a regular basis by asking questions or
making suggestions.
Respond to the customer in a timely manner. If the bot is taking a while to process
the customer's request, use, "I'm thinking" or the typing indicator to let the
customer know the bot is working on a response.
Boost the relevance of the bot's responses by making them specific to the context.
For example, say, "Here's how you change your privacy settings," not "Here's how
you do that."
Remember whose side you're on
The bot is working on behalf of the customer and is there to serve the customer. It's not
there for Microsoft's benefit.
Watch your pronouns: I, me, my
The bot uses I, me, and my to refer to itself.
When the customer communicates to the bot, they also use I, me, or my. Make sure
those pronouns appear on buttons, links, or other elements of the bot that the user
selects.
Recognize common words
People are familiar with words like help, settings, start over, and stop. Make sure your bot
recognizes and responds to them.
Care and feeding of the bot
Article • 06/24/2022
Maintain the bot and evaluate its effectiveness
over time
Have a plan for maintaining and evolving the bot. What's working and what isn't?
What's your plan for phasing in new and improved features? What can be done better?
How will you know when it's time to retire your bot?
Learn from customers
Make it possible for people to give you feedback directly through the bot. Ask if
they got what they were looking for. Give them a way to tell you what they wanted
if the results weren't what they expected.
Label your content blocks in the flow. That way, you can identify the content blocks
that users leave from the most, figure out why, and improve them.
Extend or improve the experience when appropriate. For example, if the customer
gives positive feedback, suggest they rate the app. If the experience didn't meet
their expectations, provide a link to support.
Content planning
Article • 06/20/2023
Great content starts with a plan that begins with these questions.
Who is your audience? This could be broad—developers, for example—but defining
your audience more specifically will help you refine your plan. Is your audience writing
software? Apps? IT tools? Games? Are they hobbyists, full-time developers, or IT pros
who write code? What development software do they use?
What do they want to accomplish? Are they deciding whether to buy your product?
Setting up a new computer? Learning new software? Preparing for a migration?
Struggling with a PivotTable? Planning for network security? Is their need urgent? Few
customers come to us to see what’s new. Understanding why they come will help you
satisfy their needs.
What is your business goal for providing the content? Are you building enthusiasm for
an upcoming product launch? Establishing a competitive position in the marketplace?
Documenting an out-of-band release? Providing support content to accelerate
migration? Although the customer’s goals are paramount, every communication has a
business reason, too.
Do you have time or budget constraints? If time is of the essence, content you can
create quickly might be best. The budget and the availability of an agency or specialized
resources, like illustrators, designers, and video producers, will help you determine what
content options are realistic.
What kind of content best meets the customer's needs and business goals? If the
concepts are hard to explain, video or infographics could be just the thing. If the
customer is preparing for a major project, maybe they need checklists and sample
project plans, or a pricing calculator. For breaking news, tweets or a strategic blog post
might be the best approach.
How will the customer find the content? What search terms will the customer use? Plan
for search keyword optimization; links back to your content; and promotion through
home pages, blogs, newsletters, events, third-party sites, communities, and social media
if appropriate. To learn more, see Search and writing.
Where will the customer look for information? Part of knowing your customers is
understanding where they go for information. If they have a problem, they may look to
product documentation, Microsoft support, or an expert community. For training,
Microsoft Virtual Academy or a video platform like YouTube might be their source. For
tips and tricks, maybe it’s social media and blogs.
What devices will the customer use to experience the content? Laptops? Tablets?
Phones? Wearable devices? Entertainment consoles? All of those? Plan for a great
experience across devices the customer is likely to use.
Will the content be translated or localized? If so, plan your content to streamline those
processes and contain costs. To learn more about developing content for translation and
localization, see Global communications.
How will you measure success? Do you have numeric targets for views, clicks, or
downloads? Goals for mentions or backlinks? Targets for lead generation? Planning for
specific objectives up front will help you create content that meets them.
With these questions answered, you can narrow your approach. For example:
If the customer need is immediate, maybe you blog today and create a more
polished article later.
If budget and timeline are tight, you might choose a simple text format.
If the audience is large and the topic complex, a short, professionally produced
video might make sense.
If content will be localized in multiple languages, graphics supported by text might
meet the customer and business need at a lower cost.
Content ideas for specific user needs
Need Content types Examples
Complete a simple task or use a simple UI text Setting up email
feature in an app Documentation Recall and replace sent
Short video messages
Blog, if it's a 5 easy and powerful Excel
common issue or features you may not know
cool, little-known about
feature
Need Content types Examples
Complete a complex task or use a UI text Try the latest touchpad
complex feature in an app Video gestures
Webcast OneNote for (holiday)
Documentation planning
Tutorial Create an ASP.NET web app in
End-to-end Azure App Service
scenarios or Set up Office 365 for
conceptual articles business
Technical papers or Getting started with Microsoft
articles Intune
Wizard Set up Microsoft account on
your devices
Get timely communications, including Blog OneNote, The Microsoft Office
news, announcements, event updates, Newsletter Blog
tips, and stories Virtual PC Guy’s blog
Get answers and expertise from a Wiki TechNet wiki
community Forum Exchange Server Forum
Microsoft Answers
Learn a complex or comprehensive Online training Make and receive calls using
concept or skill Tutorial Skype for Business
Technical white SharePoint Automation with
paper DSC
Interactive graphics Azure Network Security
System architecture (PDF)
Technical diagrams for
SharePoint 2013
Learn or increase knowledge and skills Concept papers Azure Security, Privacy, and
related to a product, service, E-books Compliance (PDF)
technology, or business concept Infographics SharePoint with SQL Server
AlwaysOn
Microsoft Dynamics NAV: Grow
Your Business e-book
Learn product tips and tricks UI text Useful Tips and Tricks to Bring
Web documentation with You to the Vermintide 2
Apps Beta on Xbox One
Microblogs (such as Skype: Keeping you connected
Twitter) on your vacation
Blogs Windows 10 Tip: Go back and
E-books forth in time with Timeline
Newsletters
Communities
Need Content types Examples
Understand a process Interactive graphics What is governance in
Interactive flow SharePoint 2013?
charts Overview of the upgrade
Sample workflows process for SharePoint 2013
Sample files Upgrade worksheet for
SharePoint 2013
Troubleshoot a problem Interactive flow chart How to run the Audio
UI troubleshooter Troubleshooter in Windows
10
Design planning
Article • 06/24/2022
Design is more than a pretty face. It provides a familiar environment for content. Text
length, the use of images, headings, tables, lists, and other writing choices all play a role
in the quality of your readers’ content experience. Writing with design in mind builds
predictability into content, helping readers to navigate it and find what they need.
The time to think about design is before you start writing.
Consult with your design partners early
Collaborate with your designer and marketing manager or PM to develop the content
strategy.
If you’re working with a designer, meet early and often. Share your outline, your
preliminary drafts, and this style guide. Provide preliminary content early in the process
so you can identify and solve issues in the design or content approach.
Start with a template
Templates provide a well thought out framework for clear and simple communication.
The brand and visual consistency templates bring to content provides predictability to
your readers, so they can focus on what you have to say. Taking advantage of all your
template has to offer will both enhance the customer experience and streamline
modifications you need to make down the road.
Use manual formatting sparingly. Templates take care of most formatting for you.
You may need a bold or italic phrase now and then, but always use the built-in
styles for headings, subheadings, bulleted lists, tables, and whatever else your
template provides.
Use a limited number of styles. Most content needs just a couple of heading
levels, bulleted and numbered lists, tables, and of course body text. Using three or
fewer styles leads to more streamlined, polished-looking results.
Don’t create new styles or modify existing ones. New styles complicate design.
You’ll almost always find enough styles in a template to meet the needs of your
communication.
Use styles consistently for headings, tables, lists, notes, tips, and other text,
throughout your communication.
Don’t fear white space. Your template probably includes spacing for various text
elements. Use it. Empty space helps the reader focus on what’s important and
makes text seem less daunting. Wide margins, space around graphics, and space
between lines of text all improve readability and can draw attention to particular
text elements—especially if you use white space consistently.
Make layout decisions before you begin
If you’re writing for a platform that limits your design choices, such as a blog platform or
website, research proven layout choices and find out where the design is flexible.
If you have options for positioning content elements, place them in the same area on
every page. Tips, procedures, blog rolls, references, definitions, and other distinct
content types are easier to find when they’re located consistently.
Developer content
Article • 06/24/2022
Though the content for developers and IT professionals tends to be more technical than
that for a general audience, the fundamentals of the Microsoft brand voice still apply. Be
warm and relaxed, crisp and clear, and ready to lend a hand as appropriate for the
context. After all, when they're not coding or managing solutions, developers and IT
pros are some of the very same people who play Xbox and use Office.
Of course, it's OK to assume IT pros and developers bring a fundamental understanding
of programming concepts. So skip the basic knowledge and focus on technology-
specific or product-specific information that helps them achieve their goals.
Two types of content form the foundation of developer documentation: reference
documentation and code examples. Reference documentation provides an encyclopedia
of all the programming elements, such as classes, methods, and properties, that are
available for writing applications. Code examples show how to use those elements.
This section provides guidelines for creating:
Reference documentation
Code examples
It also has guidelines for formatting developer text elements.
Reference documentation
Article • 10/13/2022
Reference documentation provides details about the programming elements associated
with technologies and languages, including class libraries, object models, and
programming language constructs.
Consistency is essential in reference documentation. A standard article design,
predictable headings and structure, and consistent wording help developers find what
they need quickly. Links to articles with related information are also a common feature.
Note Information such as configuration schemas, compiler options, and error messages
might not follow the guidelines described in this section.
Article titles
Use the name of a programming element (such as Clear), followed by an element type
(such as Class, Method, Property, or Event). If the name is shared by multiple elements,
add a differentiator, such as the parent element name or the product or technology
name. Differentiators are particularly important in search results, where they help
customers find the article for the correct product or element.
Examples
Clear method
Device.Clear method
Clear method (ADO)
Elements of a reference article
The table lists the information typically provided in reference articles. Not all sections
appear in all reference articles. Sections vary depending on the language, product, or
technology being documented.
Section Contains
Title and The name of the element and a concise sentence or two describing the
description element. If possible, explain what the element does or represents without
repeating the element name.
Example
MoveRecord method (ADO)
Moves the entity represented by a Record to another location.
Section Contains
Declaration/syntax The code signature that defines the element. This section might also
provide usage syntax. If the technology can be used with multiple
programming languages, provide syntax for each language.
Example
Record.MoveRecord (Source, Destination, UserName, Password, Options,
Async)
Parameters If the element has parameters, provide a description of each parameter and
its data type. If appropriate, indicate whether the parameter is required or
optional and whether it represents input or output. Provide as much useful
detail as possible. Don't just repeat the words in the parameter name or the
data type.
Examples
Source
Optional. A String value that contains a URL identifying the Record to be
moved. If Source is omitted or specifies an empty string, the object
represented by this Record is moved. For example, if the Record represents
a file, the contents of the file are moved to the location specified by
Destination.
Destination
Optional. A String value that contains a URL specifying the location where
Source will be moved.
UserName
Optional. A String value that contains the user ID that, if needed, authorizes
access to Destination.
Password
Optional. A String that contains the password that, if needed, verifies
UserName.
Options
Optional. A MoveRecordOptionsEnum value whose default value is
adMoveUnspecified. Specifies the behavior of this method.
Async
Optional. A Boolean value that, when True, specifies this operation should
be asynchronous.
Return value If the element returns a value, describe the value and information about its
data type. If the value is a Boolean that indicates the presence of a
condition, describe the condition.
Example
A String value. Typically, the value of Destination is returned. However, the
exact value returned is provider-dependent.
Section Contains
Remarks Additional information about the element and important details that may
not be obvious from its syntax, parameters, or return value. For example,
you might explain what the element does in more detail, compare it with
similar elements, and identify potential issues in its use.
Example
The values of Source and Destination must not be identical; otherwise, a
runtime error occurs. At least the server, path, and resource names must
differ.
For files moved using the Internet Publishing Provider, this method updates
all hypertext links in files being moved unless otherwise specified by
Options. This method fails if Destination identifies an existing object (for
example, a file or directory), unless adMoveOverWrite is specified.
Note Use the adMoveOverWrite option judiciously. For example, specifying
this option when moving a file to a directory will delete the directory and
replace it with the file.
Certain attributes of the Record object, such as the ParentURL property,
won't be updated after this operation completes. Refresh the Record
object's properties by closing the Record, then reopening it with the URL of
the location where the file or directory was moved.
If this Record was obtained from a Recordset, the new location of the
moved file or directory won't be reflected immediately in the Recordset.
Refresh the Recordset by closing and reopening it.
Note URLs using the http scheme will automatically invoke the Microsoft
OLE DB Provider for Internet Publishing. For more information, see Absolute
and Relative URLs.
Example A code example that illustrates how to use the programming element. For
more information about writing useful code examples, see Code examples.
Requirements or Language or platform requirements for using the element.
Applies to Example
Record Object (ADO)
See also References or links to more information about how to use the element.
References or links to related elements.
Examples
Move Method (ADO)
MoveFirst, MoveLast, MoveNext, and MovePrevious Methods (ADO)
MoveFirst, MoveLast, MoveNext, and MovePrevious Methods (RDS)
Other information can appear in reference articles as appropriate to the language,
product, or technology. For example, instead of a parameter description as shown in the
preceding table, there can be descriptions of members, methods, property values, and
field values. The following table contains an example of a property value and examples
of exceptions and permissions.
Section Contains
Property value A description of the value for a property or field. If the property or field has a
default value, describe that, too. Include the data type of the property value if
applicable.
Example
Property Value
String
Returns or sets a String value representing the current date according to your
system.
Exceptions/error If the element can throw exceptions or raise errors when called, list them and
codes describe the conditions under which they occur.
Example
IOException—An I/O error occurred.
ArgumentNullException—format is null.
FormatException—The format specification in format is invalid.
Permissions Security permissions that apply to the element, if required.
Example
Requires CREATE FUNCTION permission in the database and ALTER permission
on the schema in which the function is being created. If the function specifies
a user-defined type, requires EXECUTE permission on the type.
If you automatically generate reference documentation and comments from the source
code, review the quality and appropriateness of the comments. Developers might leave
out details that are important to customers. Remove any implementation or internal
details that aren't suitable for documentation.
Learn more For other examples of technical reference articles, see the .NET API Browser.
Code examples
Article • 06/24/2022
Code examples illustrate how to use a programming element to implement specific
functionality. They might include:
Simple, one-line examples interspersed with text.
Short, self-contained examples that illustrate specific points.
Long samples that illustrate multiple features, complex scenarios, or best practices.
Developers use code examples to:
Assess a technology through its API during planning.
Learn or explore a language or technology.
Write and debug code.
Many developers copy example code from documentation into their own code or adapt
code examples to their own needs.
To create useful code examples, identify tasks and scenarios that are meaningful for your
audience, and then create examples that illustrate those scenarios. Code examples that
demonstrate product features are useful only when they address the problems that
developers are trying to solve.
Guidelines for planning code examples
Create concise examples that exemplify key development tasks. Start with simple
examples and build up complexity after you cover common scenarios.
Prioritize frequently used elements and elements that may be difficult to
understand or tricky to use.
Don't use code examples to illustrate obvious points or contrived scenarios.
Create code examples that are easy to scan and understand. Reserve complicated
examples for tutorials and walkthroughs, where you can provide a step-by-step
explanation of how the example works.
Add an introduction to describe the scenario and explain anything that might not
be clear from the code. List the requirements and dependencies for using or
running the example.
Provide an easy way for developers to copy and run the code. If the code example
demonstrates interactive and animated features, consider providing a way for the
developer to run the example directly from your content page.
Use appropriate keywords, linking strategies, and other search engine optimization
(SEO) techniques to improve the visibility and usability of the code examples. For
example, add links to relevant code example pages and content pages to improve
SEO across your content. See Search and writing.
Guidelines for writing code examples
Design code for reuse. Help developers determine what to modify. Add comments
to explain details, but don't overdo it. Don't state the obvious.
Show expected output, either in a separate section after the code example or by
using code comments within the code example.
Consider accessibility requirements for code that creates UI. For example, include
alternate text for images.
Write secure code. For example, always validate user input, never hard-code
passwords in code, and use code-analysis tools to detect security issues.
Show exception handling only when it's intrinsic to the example. Don't catch
exceptions thrown when invalid arguments are passed to parameters.
Always compile and test your code.
Formatting developer text elements
Article • 06/24/2022
Consistent text formatting helps readers locate and interpret information. Follow these
formatting conventions for text elements commonly used in content for developers.
For information about referring to UI elements, see Formatting text in instructions.
See also
Capitalization
Formatting common text elements
Procedures and instructions
Element Convention Example
Attributes Bold. Capitalization varies. IfOutputPrecision
Classes (predefined) Bold. Capitalization varies. ios
filebuf
BitArray
Classes (user-defined) Bold. Capitalization varies. BlueTimerControl
Code samples, including Monospace. #include <iostream.h>
keywords and variables void main ()
within text and as
separate paragraphs, and
user-defined program
elements within text
Command-line Bold. All lowercase. copy
commands
Command-line options Bold. Capitalize the way the /a
(also known as switches option must be typed. /Aw
or flags)
Constants Usually bold. Capitalization INT_MAX
varies. bDenyWrite
CS_DBLCLKS
Control classes Often bold. All uppercase. EDIT control class
Data formats Often bold. All uppercase. CF_DIB format
Element Convention Example
Data structures and their Bold. Capitalization varies. BITMAP
members (predefined) bmBits
CREATESTRUCT
hInstance
Data types Bold. Capitalization follows DWORD
that of the API. float
HANDLE
Database names Bold. The capitalization of Contoso database
database names varies.
Directives Bold. #include
#define
Environment variables Often all uppercase. INCLUDE
SESSIONNAME
Error messages Sentence-style An error occurred during report
capitalization. Enclose in processing.
quotation marks when If you see the error message,
referencing error messages "Placeholder text in a content control
in text. contains items that aren't valid,"
remove floating objects, revision
marks, or content controls from
placeholder text, and try again.
Event names Bold. Treatment of event In the OnClick event procedure ....
names varies.
Fields (members of a Bold. Treatment of field IfHeight
class or structure) names varies. biPlanes
File attributes All lowercase. The attrib command displays, sets, or
removes the read-only, archive,
system, and hidden attributes
assigned to files or directories.
File name extensions All lowercase. .mdb
.doc
File names (user-defined Title-style capitalization. It's My Taxes for 2016
examples) OK to use internal capital MyTaxesFor2016
letters in file names for
readability.
Element Convention Example
Folder and directory Sentence-style Vacation and sick pay
names (user-defined capitalization. It's OK to use MyFiles\Accounting\Payroll\VacPay
examples) internal capital letters in
folder and directory names
for readability.
Functions (predefined) Usually bold. Capitalization CompactDatabase
varies. CWnd::CreateEx
FadePic
Handles All uppercase. HWND
Keywords (language and Bold. Capitalization follows main
operating system) the application True
programming interface. void
Logical operators Bold. All uppercase. AND
XOR
Macros Usually all uppercase. Bold if LOWORD
predefined. Might be MASKROP
monospace if user defined.
Markup language Bold. Capitalization varies. <img>
elements (tags) <input type=text>
<!DOCTYPE html>
Mathematical constants Italic. a2 + b2 = c2
and variables
Members Bold. Capitalization varies. ulNumCharsAllowed
Methods Bold. Capitalization varies. OpenForm
GetPrevious
New terms Italicize the first mention of Microsoft Exchange consists of both
a new term if you're going server and client components.
to define it immediately in
text.
Operators Bold. +, -
sizeof
Parameters Italic. Capitalization varies. Hdc
grfFlagClientBinding
Placeholders (in syntax Italic. /v: version
and in user input) Enter password.
Element Convention Example
Ports All uppercase. LPT1
Products, services, apps, Usually title-style Microsoft Arc Touch Mouse
and trademarks capitalization. Check the Microsoft Word
Microsoft trademark list Surface Pro
for capitalization of Notepad
trademarked names. Network Connections
Makefile
RC program
Properties Usually bold. Capitalization M_bClipped
varies. AbsolutePosition
Message ID
Registers All uppercase. Treatment DS
varies.
Registry settings Subtrees (first-level items) HKEY_CLASSES_ROOT
all uppercase. Separated by HKEY_LOCAL_MACHINE
underscores. Usually bold. SOFTWARE
Registry keys (second-level ApplicationIdentifier
items) follow the Microsoft
capitalization of the UI.
Registry subkeys (below the
second level) follow the
capitalization of the Regedit
UI.
Statements Bold. Capitalization varies. IMPORTS
LIBRARY
Structures Usually bold. Capitalization ACCESSTIMEOUT
varies.
Switches Bold. Usually lowercase. build: commands
UI text or strings Sentence-style Import from file
capitalization. Create a new resource
See all your resources
Manually trigger a flow
Report a bug
URLs All lowercase for complete www.microsoft.com
URLs. If necessary, line-break msdn.microsoft.com/downloads
long URLs before a slash.
Don't hyphenate.
See also URLs and web
addresses.
Element Convention Example
User input Usually lowercase, unless Enter hello world
case sensitive. Bold or italic, Enter -p password
depending on the element.
If the user input string
contains placeholder text,
use italic for that text.
Values All uppercase. DIB_PAL_COLORS
Variables Treatment varies. bEmpty
m_nParams
file_name
XML schema elements Bold. Capitalization varies. ElementType element
xml:space attribute
Final publishing review
Article • 06/24/2022
Use these tips to help you edit like a pro, so your final content and design shine.
Hit the mark. Review the project brief and customer insights one last time. Did you nail
the objective? Is the value proposition front and center? Are key messages and benefits
clear?
Get a second opinion. Find someone completely removed from the work to offer
feedback and act as the customer. (Or hire an editor.) No matter how well you write, a
second set of eyes always offers a new perspective. And don’t take suggestions
personally—keep an open mind and be flexible to new ways to get the results you want.
If something trips up your reviewer, get rid of it, no matter how much you like it.
Read your work aloud. Read it forward, and then backward—one sentence at a time. It
may sound silly, but potential edits will jump out.
Read only the headings, and then only the first sentence of every paragraph. Do they
tell a story? Are there gaps? Repeated ideas?
Check for keywords in titles and headings. Titles and headings help readers scan and
help search engines find your content. Make sure you include relevant keywords in the
first few words. While you’re at it, read your first sentence to see if it will make sense as
a search engine description. To learn more, see Search and writing.
Search for and remove unnecessary and redundant elements. Try removing words,
sentences, paragraphs, headings, even entire sections. If you don't miss it, leave it out.
It’s good for your opening paragraph to summarize the piece at a high level. But don’t
repeat phrases verbatim, or include tips or notes found later in the text.
Pay attention to the spell checker. Those squiggly lines will help you eliminate a lot of
errors. But spell checkers can’t think. It’s up to you to check each suggestion. Otherwise
you might end up saying manger where you meant manager.
Take a break. Leave the finished piece alone for a day. Read it again tomorrow—you
may see things you missed.
Evaluate the voice and personality. Before you call it done, read it one final time. Can
you hear the fresh and modern Microsoft voice? Your writing should sound warm and
relaxed, crisp and clear, and ready to lend a hand.
Global communications
Article • 06/24/2022
Microsoft customers live and work all over the world and speak a variety of languages.
This section will help you write content for worldwide communication.
It's usually safe to assume your content will be read in many countries and by readers
whose primary language isn't English. Some content will probably be translated into
other languages or localized.
Translation is simply changing the language of content. Translation is often automated
using machine translation.
Localization is the process of adapting a product or content (including text and other
elements) to meet the language, cultural, and political expectations and requirements of
a specific local market (locale). Localization is done by people who are familiar with the
local language and culture.
This section provides guidelines for supporting worldwide customers who use English
content and for streamlining localization and machine translation. You'll find a few
exceptions to general Microsoft voice and style guidance. This section covers:
Art
Currency
Examples and scenarios
Names and contact information
Time and place
Web, software, and HTML considerations
Writing tips
Learn more about worldwide audiences
Be curious. If you write for audiences in particular countries or regions, subscribe to
local email newsletters, visit local websites, and follow local news.
Use these resources:
Microsoft International Style Guides
Plain Language Action and Information Network (United States)
World Time Zones
W3C Internationalization Activity
Read more:
John R. Kohl, The Global English Style Guide: Writing Clear, Translatable
Documentation for a Global Market (Cary, NC: SAS Institute, Inc., 2008).
Edmond H. Weiss, The Elements of International English Style: A Guide to Writing
Correspondence, Reports, Technical Documents, and Internet Pages for a Global
Audience (Armonk, NY: M.E. Sharpe, 2005).
Art
Article • 06/24/2022
Use these guidelines to create or choose images that are helpful, legal, and inoffensive
throughout the world.
Color
Choose carefully. Colors may have religious, cultural, or political significance, particularly
colors used on flags or for country- or region-specific holidays. Neutral and brand colors
are usually OK. Your international program manager can provide guidance.
Images
Choose simple or generic images that are appropriate worldwide. Soccer players and
equipment, generic landscapes and settings, pens and pencils, international highway
signs, and historic artifacts are appropriate images worldwide.
Avoid holiday or seasonal images.
Avoid major landmarks and well-known buildings, which may have legal
protections or be associated with politics or religion.
Social or work situations involving men and women are risky in a few locales.
Don’t use hand signs.
Don’t use art based on English idioms.
Limit graphics and animations online. In some countries or regions, long page-loading
times can be expensive.
If you use text in graphics, make sure it's easy to edit. Automatic translation software
won’t translate it. If possible, use captions or describe the graphic in text, instead.
Create descriptive alt text for images, especially button images, which readers may not
understand.
Store art in a separate file and link to it from within a document if possible. Localizers
can modify art that isn’t embedded in the document.
Check restrictions on imported content in countries or regions where the content will
be used. Be especially careful with maps, which may be subject to government review.
Improper treatment of a disputed area may be illegal in some countries.
Currency
Article • 06/24/2022
Currency names
In general, lowercase the names of currencies, but capitalize the reference to the country
or region.
Examples
US dollar
Canadian dollar
Hong Kong SAR dollar
Brazilian real
South African rand
Pricing through the Microsoft Online Subscription Program is shown in US dollars.
In a structured list, for example a table that compares available pricing options, it's OK
to capitalize the name of the currency.
Example
Specific monetary amounts
When you're referencing specific amounts of money, use the currency code, followed by
the amount, with no space.
Example
The company generated BRL2.89 billion (USD1.42 billion) in net revenue in 2015.
If it's clear which currency you mean, it's OK to use just the symbol. When referring to a
specific amount in euros, use the euro symbol (€), not the word euros.
Examples
One of the largest companies in the United States, Adatum Corporation generated $1.42
billion in net revenue in 2015.
Adatum Corporation generated €1.42 billion in net revenue in 2015.
Examples and scenarios
Article • 06/24/2022
Fictitious examples that include the names of people, places, or organizations are
potentially sensitive. Use-case scenarios—detailed descriptions of specific customer
interactions with a product, service, or technology—present similar problems. To
globalize examples and use-case scenarios, use these guidelines.
Be sensitive to how use-case scenarios may be perceived in other cultures. Social
situations, politics, religion, events, holidays, sports, traditions, and legal and business
practices vary worldwide. For example, greeting cards are uncommon in many parts of
the world, and in some cultures men and women don’t touch in public, even to shake
hands.
Avoid mentioning real places altogether, or use the names of recognizable cities from
different parts of the world. Vary the locales from one example to the next.
Avoid discussing technologies and standards that aren't used worldwide. Standards
vary, from phone, mobile, wireless, and video to measurement, paper size, character
sets, and text direction. And don’t assume US standards are familiar or relevant to
everyone.
Names and contact information
Article • 06/24/2022
Forms that collect information
If you're creating a real or sample form that collects personal information, use these
guidelines.
Names
Use First name and Last name in forms, or simply Full name.
If you include a Middle name field, make it optional.
Use Title, not Honorific, to describe words such as Mr. and Mrs. Not all cultures
have equivalents to some titles used in the United States, such as Ms.
Addresses
Provide fields long enough for customers to include whatever information is
appropriate for their locale.
Use State or province instead of State. Fields that might not be relevant everywhere,
such as State or province, should be optional.
Use Country or region instead of just Country to accommodate disputed territories.
It's OK to use Country/Region if space is limited.
Include a field for Country or region code if you need information for mailing
between European countries or regions. It's OK to use Country/Region code if
space is limited.
Use Postal code instead of ZIP Code. Allow for at least 10 characters and a
combination of letters and numbers.
Provide enough space for long phone numbers.
Communications that use the customer's name
It's not appropriate in some markets and cultures to address the customer by name—for
example, in an email or product home page.
If you're working on content that addresses the customer by name, confirm that the app
can reliably determine what region the customer is in and can use the form of address
that's appropriate for that market.
Time and place
Article • 06/24/2022
Use the following guidelines when talking about time and place.
Dates
Begin calendars on Mondays, which is the custom in much of the world.
Use the date format month dd, yyyy. Don’t use numerals to represent months. For
example, use January 5, 2018.
Time
Include the time zone when it matters to customers, such as in an event listing. In
time stamps that automatically display the customer's local time, you don't need to
include the time zone.
Seasons
Don’t refer to seasons if you can avoid it. Talk about months or calendar quarters
instead. If you must mention a specific season, establish the hemisphere, too.
(Summer in the northern hemisphere is winter in the southern hemisphere.)
Places
In event locations, include the country or region name.
See also Date and time term collection
Web, software, and HTML
considerations
Article • 06/24/2022
Web content attracts a worldwide audience. When you develop websites, keep in mind
that customers may not have the latest browsers, broadband internet access isn't
available everywhere, and internet service providers don't always charge a flat monthly
rate for access. Follow these guidelines to support customers around the world.
Support a variety of browsers and experiences
Support browsers likely to be used by worldwide audiences. To support earlier
versions of browsers, you might need to:
Provide a no-frames version.
Avoid certain elements in scripts.
Include some design information (such as background color) in the document files
instead of the style sheet.
Avoid nested tables.
Test using a variety of browsers and versions.
Design content so fonts will be substituted if the specified font isn't available. Avoid
hand-drawn fonts and fonts that are hard-coded in text or code.
Use standard HTML tags, not proprietary tags. If you’re developing HTML text with
scripted code, globalize text that’s generated by the scripts, too.
Use the simplest possible design solutions.
Minimize download time
Keep pages as small as possible, and include text-only versions for larger content.
Internet service charges still vary greatly by locale and access method.
Design pages so text loads first, followed by graphics, so pages are usable before
they're finished loading.
Support multiple languages
Support reading from right to left or from top to bottom. For example, provide key
information, such as home page links, at both the upper-right and upper-left sides of
the page.
Allow space for text expansion due to localization.
Comply with US and local laws as well as
software availability
Follow laws pertaining to software restrictions. Pay particular attention to downloads
and multiproduct DVDs.
US law restricts the international delivery of certain information and technology.
Verify that the download complies with US law.
Be aware of local download restrictions. The distribution of marketing statements;
political statements; and the names of people, places, and landmarks is restricted
by law in some countries and regions. Verify that the download is legal in the
country or region.
Verify availability. Some products and formats aren't available worldwide. Localized
versions of new and updated products and formats may lag behind US availability.
Globalize links
Link only to sites that are available and useful worldwide.
Link to a site where the reader can specify the appropriate country or region, if
possible.
Identify links and cross-references that aren’t globally relevant. If you must link to a
site or refer to a publication that’s not globalized, inform your readers.
Know where your email is going
Monitor subscriptions to your newsletter to determine the reader's location.
Newsletters emailed to people outside the United States must be globalized, localized,
or customized to meet local requirements.
Writing tips
Article • 06/14/2023
Content that’s easy to read tends to be easy to localize and translate. If you follow the
writing recommendations in this style guide, you’re off to a great start. Pay particular
attention to:
Word choice
Grammar and parts of speech
Punctuation
Tips for all global content
These practices will help localizers and customers.
Write short, simple sentences. Punctuating a sentence with more than a few commas
and end punctuation usually indicates a complex sentence. Consider rewriting it or
breaking it into multiple sentences.
Replace complex sentences and paragraphs with lists and tables.
Include that and who. They help to clarify the sentence structure.
Examples
Inspect the database to verify that all tables, data, and relationships were correctly
migrated.
Select the checkbox of each folder that you want to sync with your desktop.
Include articles, such as the. Articles help readers and translation software identify the
nouns and modifiers in a sentence.
Examples
Empty the container.
The empty container
If necessary for clarity, include verbs in short headings and UI labels. For example, say
Access is denied instead of Access denied.
Use sentence-style capitalization. Capitalize proper nouns only, including trademarks
and the names of products.
Avoid idioms, colloquial expressions, and culture-specific references. They can be
confusing for non-native English speakers and hard to localize. Consider the worldwide
implications of what you write. Customers in other locales may not know much about
the history and culture of your country.
Avoid modifier stacks. Long chains of modifying words are confusing even to native
English speakers. For example, say "Your migration will proceed more smoothly if you
have a project plan that's well thought out," not "With an extremely well thought-out
Windows migration project plan, your migration will go more smoothly."
Use active voice and indicative mood most of the time. Use imperative mood in
procedures.
Keep adjectives and adverbs close to the words they modify. Pay particular attention
to the placement of only.
Avoid linking more than three phrases or clauses by using coordinate conjunctions
such as and, or, or but. Better yet, avoid linking more than two.
Additional tips for machine translation
Writing style affects the quality of machine translation. These tips will help you write text
that's more likely to be translated accurately by machine translation. Follow these
guidelines for technical content, instructions, white papers, and other content that has
high business value but won't be localized.
Use conventional English grammar and punctuation. Try to balance a friendly voice
with clear, accurate English.
Use simple sentence structures. Write sentences that use standard word order (that is,
subject + verb + object) whenever possible.
Use one word for a concept, and use it consistently. Avoid using synonyms to refer to
the same concept or feature. And don’t use the same word to refer to multiple concepts
or features.
Limit your use of sentence fragments. Sentence fragments can be hard to translate.
Use words ending in –ing carefully. A word ending in –ing can be a verb, an adjective,
or a noun. Use the sentence structure and optional words to clarify the role of the –ing
word.
Use words ending in –ed carefully. A word ending in -ed can be a modifier or part of a
verb phrase. Use the sentence structure and optional words to clarify the role of the –ed
word.
Add a determiner (a, an, the, this) before or after the –ed word.
Example
They have an added functionality.
Add a form of the verb be.
Example
Configure limits for the backup that are based on the amount of storage space
available.
Split the sentence in two.
Example
Configure limits for the backup. These limits should be based on the amount of
storage space available.
Rewrite the sentence to avoid the –ed word.
Example
Configure limits for the backup. Base the limits on the amount of storage space
available.
Use only common abbreviations, such as USB, and abbreviations that are defined in
glossaries. Check with a localization expert to find out if an acronym is defined.
Grammar and parts of speech
Article • 06/24/2022
Simple grammar tends to be easy to read and understand, like a conversation. That
basic grammar you learned before you were 12 is probably just right for most Microsoft
content.
This section covers common grammatical issues:
Verbs
Person
Nouns and pronouns
Words ending in –ing
Prepositions
Dangling and misplaced modifiers
Learn more For more information about grammar and parts of speech, see The Chicago
Manual of Style .
Verbs
Article • 06/24/2022
Using precise verbs in the right way helps you write clear and simple sentences.
Verb tense
In the present tense, the action is happening now. The present tense is often easier to
read and understand than the past or future tense. It’s the best choice for most content.
Examples
The Windows Start screen is uniquely yours, personalized with your favorite apps,
people, photos, and colors.
Windows Update installs important updates automatically.
Mood of verbs
The mood of a verb expresses the writer’s intent. Most of the time, use the indicative
mood. It’s crisp and straightforward without being bossy. Don’t switch moods within a
sentence.
Mood Use for Examples
Indicative Statements of fact, questions, assertions, and Style sheets are powerful tools
explanations—most Microsoft content. for formatting complex
documents.
Imperative Instructions, procedures, direct commands, Enter a file name, and then save
requests, and headings for columns that list the file.
customer actions. To do this Select this
Subjunctive Wishes, hypotheses, and suggestions—avoid. We recommend that you be
careful about opening email
attachments.
Active and passive voice
Voice is either active or passive. Keep it active whenever you can.
In active voice, the subject of the sentence performs the action.
In passive voice, the subject is the receiver of the action.
Voice Uses Examples
Active Most Microsoft content Divide your document into as many
sections as you want.
Office 365 includes the Office 2016
apps for PC and Mac.
Passive Avoiding condescending text or blaming That site can’t be found. Double-
the customer, especially in errors, check the site address in the Address
warnings, or notifications bar.
When the user clicks OK, the
Avoiding awkward constructions transaction is committed. (in content
for developers)
Emphasizing the receiver of the action
Verb agreement
Verbs have singular and plural forms. Use the verb form that agrees with the subject of
the sentence in number.
When the subject is The verb is Examples
A group of things Singular A variety of games is available from
Microsoft Store.
Two or more singular Plural Facebook and Twitter are available from
things connected by and Microsoft Store.
Two or more singular Singular Your tablet or phone is all you need to
things connected by or play your favorite games on the go.
A singular thing and a Singular or plural, to Skype or social media apps are available
plural thing connected by match the closest from Microsoft Store.
or subject Social media apps or Skype is available
from Microsoft Store.
Person
Article • 06/24/2022
In grammar, person refers to the point of view represented by a statement and
determines which pronoun to use.
In general, use second-person pronouns (you,
your)
In second person, you write as though you're speaking to the reader. The second person
often uses the personal pronoun you or your, but sometimes the word you is implied. It
supports a friendly, human tone and helps avoid passive voice by focusing the
discussion on the reader. Omit you can whenever the sentence works without it.
In product UI, avoid using you and your in ways that sound like we're commanding
people to do something rather than providing options for them to make their own
choices.
However, when AI-generated content is used, we should use past tense (to express
action done behind the scenes) by explicitly saying “for you” or by using words that
convey uncertainty or subjectivity (to express that a judgment was applied that may or
may not be correct).
Examples
Check if you have local admin rights.
Depending on your choice, some features may be turned off by default.
Change your settings
Suggested for you
Use singular first-person pronouns sparingly (I,
me, my)
In first person, you write as though you’re speaking from the reader’s point of view.
Marketing and support documentation should never use first person singular. However,
it may be used inside our product experiences. First-person singular pronouns can be
used in product UI to show someone’s control over an action in checkbox, button, or
toggle labels.
Examples
Notify me when a new Bluetooth device tries to connect to my computer
Remember my password
I agree to the terms of service
Exception In rare cases, it’s OK to use “my” in navigation or filter labels if you need to
distinguish a person’s content from other content that may be presented in the same
visual space.
Exception Cortana is a persona, so the use of I is appropriate.
Avoid plural first person (we, us)
First-person plural, which often uses the pronoun we, can feel like a daunting corporate
presence—the opposite of Microsoft's modern voice. It's OK to use phrasing like we
recommend if it helps you avoid awkward phrasing like it's recommended, but write
around it if you can. Try to keep the focus on the customer, not Microsoft. It’s OK to use
we in privacy and security settings where you need to make clear Microsoft is the
speaker.
Examples
Notify scheduled default setting is the easiest way to keep your computer up to date.
(Instead of We recommend that you use the scheduled default setting ....)
Change your password (Instead of We recommend that you change your password.)
We protect your privacy at every step.
That didn’t work. Try again. (Instead of We weren’t able to run the Solution Checker. Try
running it again.)
Allow Microsoft to contact you about this feedback
Nouns and pronouns
Article • 10/13/2022
Capitalization and proper nouns
Proper nouns are one of a kind—unique people, places, and things. Capitalize proper
nouns wherever they occur.
Proper nouns include:
Names and titles of individuals.
Unique, named places, organizations, events, shows, corporate and philanthropic
programs, and other things.
Product, service, app, and tool names.
Trademarks.
Titles of books, songs, and other published works.
Managed standards, such as Bluetooth.
If there's more than one of a thing, it's a common noun. For example, there are lots of
chief operating officers, so chief operating officer is a common noun. There's only one
Chief Operating Officer Latasha Sharp, so that's a proper noun.
Don't capitalize common nouns unless they begin a sentence or the situation calls for
title-style capitalization. Most technology concepts, product categories, devices, and
features are common nouns, not proper nouns. Examples of common nouns include
cloud computing, smartphone, e-commerce, and open source.
Capitalize technology terms as proper nouns only when:
You need to distinguish a component or product, such as SQL Server, from a
general technology with a similar name, such as an SQL database server.
The terms are typically capitalized in the industry. Search The American Heritage
Dictionary , reputable internet sites, and industry-specific dictionaries. Don't rely
on unedited websites.
If you're not sure whether a term is a proper noun (and thus capitalized) or a common
noun (lowercase), check The American Heritage Dictionary and the A–Z word list.
Default to lowercase unless there's a compelling reason to capitalize the term.
Learn more For guidelines for sentence-style and title-style capitalization, see
Capitalization.
Plural nouns
Some nouns can be challenging to use in the plural. The simple rules that follow will
help.
To check the spelling of plural forms of words derived from Latin and Greek that retain
their Latin or Greek endings (typically -a, -us, -um, -on, -ix, or -ex), see specific entries in
the A–Z word list and The American Heritage Dictionary .
Noun Plural form Examples
Common and If the noun ends in s, add es. the Johnsons
proper nouns the Joneses
ending in s biases
Singular Add an s, even if the abbreviation ends in s. ISVs
abbreviation DBMSs
Plural If an abbreviation already represents a plural, don't add an s. MFC
abbreviation (Microsoft
Foundation
Classes)
Single letter Add an apostrophe and an s. x's
The letter itself (but not the apostrophe or the ending s) is
italic.
Number Add an s. the 1950s
Variable Don't add (s) to a word to indicate that it could be either Wait for x
singular or plural unless you have no other choice. Use the minutes.
plural form instead.
Pronouns and gender
Don't use gendered pronouns in generic references. Instead, rewrite—for example, use
the second person (you).
Or refer to a person's role (customer, employee, or client). It's OK to use he, she, or they
when you're writing about real people who use those pronouns themselves.
They can be used as a non-binary pronoun for a singular person instead of a binary
pronoun (she or he).
For more guidelines about how to write using gender-neutral pronouns, see Bias-free
communication.
Pronouns and collective nouns
Collective nouns like company take a singular pronoun. Don't use a plural pronoun (like
they) for a collective noun.
Examples
Meet with up to 250 people. All they need is a phone or internet connection.
The company upgraded its cloud storage solution to Microsoft Azure.
Exception If the emphasis is on the individuals in a group, it's OK to use a plural
pronoun with a singular noun.
Using pronouns in product UI
See also Person.
Words ending in -ing
Article • 06/24/2022
A word ending in –ing can be a verb, a noun, or an adjective. Use –ing words with care.
The sentence should make it clear which role the word plays.
For example, we don’t know whether the heading, Meeting requirements, will be a
discussion of how to meet requirements or the requirements for a meeting. These
examples are clearer:
The meeting requirements
Meeting the requirements
The requirements for the meeting
How to meet the requirements
Prepositions
Article • 06/24/2022
Prepositional phrases
A prepositional phrase is a combination of a preposition and a noun that modifies or
describes some part of a sentence. In the following sentence:
The reading pane displays the content of the selected message.
The prepositional phrase, of the selected message, describes the noun, the content.
Avoid joining more than two prepositional phrases. Long chains of prepositional phrases
are hard to read and easy to misinterpret.
Learn more For information about using prepositional phrases in procedures, see
Writing step-by-step instructions.
Placement in the sentence
It's OK to end a sentence with a preposition when it improves readability.
Examples
Use a different instrumentation key for each environment that your application runs in.
Specify which event hub you want to send the data to.
Dangling and misplaced modifiers
Article • 06/24/2022
Modifiers are single words or phrases that modify other words or phrases. Position a
modifier to make it clear what it modifies.
If you keep sentences short and simple and use active voice, you probably won’t run
into dangling or misplaced modifiers.
A dangling modifier doesn’t modify anything in the sentence.
A misplaced modifier is too far from the thing it modifies or too near to something
else that it could modify.
Example Meaning
Only the selected text Nothing other than the selected text is deleted.
is deleted.
The selected text only Only could modify is deleted or text. This sentence could mean one of two
is deleted. things:
The selected graphics aren't deleted.
The text is deleted but not archived.
There are files that The phrase that can’t be removed modifies the files. This sentence clearly
can’t be removed on explains that the files can’t be removed, and they are on the disk.
the disk.
There are files on the The phrase that can’t be removed probably modifies the disk, but the
disk that can’t be writer may have intended to modify files. This sentence could mean one
removed. of two things:
The files can’t be removed.
The disk can’t be removed.
Numbers
Article • 06/24/2022
Be consistent in your use of numbers. When you write about numbers used in examples
or UI, duplicate them exactly as they appear in the UI. In all other content, follow the
guidelines below.
Numerals vs. words
In body text, spell out whole numbers from zero through nine, and use numerals
for 10 or greater. It's OK to use numerals for zero through nine when you have
limited space, such as in tables and UI.
Examples
10 screen savers
five databases
zero probability
7,990,000
1,000
Spell out zero through nine and use numerals for 10 or greater for days, weeks,
and other units of time.
Examples
seven years
28 days
12 hrs
If one item requires a numeral, use numerals for all the other items of that type.
Examples
One article has 16 pages, one has 7 pages, and the third has only 5 pages.
Microsoft Inspire is only one month and 12 days away.
When two numbers that refer to different things must appear together, use a
numeral for one and spell out the other.
Example
fifteen 20-page articles
Don't start a sentence with a numeral. Add a modifier before the number, or spell
the number out if you can't rewrite the sentence. It's OK to start list items with
numerals—use your judgment.
Examples
More than 10 apps are included.
Eleven apps are included.
Use numerals in these situations.
Use numerals for Examples
Measurements of distance, temperature, volume, size, weight, pixels, 3 feet, 5 inches
points, and so on—even if the number is less than 10. 1.76 lb
80 × 80 pixels
0.75 grams
3 centimeters
3 cm
A number the customer is directed to enter. Enter 5.
A round number of 1 million or more. 7 million
Dimensions. Spell out by, except for tile sizes, screen resolutions, and 10-foot cable
paper sizes. For those, use the multiplication sign (×). Use a space 4 × 4 tile
before and after the multiplication sign. 8.5" × 11" paper
1280 × 1024
Time of day. Include AM or PM. 10∶45 AM
Exception Don't use numerals for 12∶00. Use noon or midnight instead. 6∶30 PM
Include the time zone if you're discussing an event, and customers The meeting is at noon.
beyond the local time zone may see it. Time stamps in UI and websites The event starts at 5∶00
usually display local time and date automatically. PM Pacific Time.
The date changes at
midnight.
Percentages, no matter how small. Use a numeral plus percent to At least 50 percent of
specify a percentage. Use percentage when you don't specify a your system resources
quantity. should be available.
Only 1 percent of the
test group was unable
to complete the task.
A large percentage of
system resources
should be available.
Coordinates of tables or worksheets and numbered sections of row 3, column 4
documents. Volume 2
Chapter 10
Part 5
step 1
Commas in numbers
Use commas in numbers that have four or more digits.
Examples
$1,024
1,093 MB
Exception When designating years, pixels, or baud, use commas only when the number
has five or more digits.
Examples
2500 B.C.
10,000 B.C.
1920 × 1080 pixels
10,240 × 4320 pixels
9600 baud
14,400 baud
Don't use commas in page numbers, addresses, or after the decimal point in decimal
fractions.
Examples
page 1091
15601 NE 40th Street
1.06377 units
Numbers in dates
Don't use ordinal numbers, such as June first or October twenty-eighth, for dates. Use a
numeral instead: June 1, October 28.
Global tip To avoid confusion, always spell out the name of the month. The positions of
the month and day vary by country. For example, 6/12/2017 might be June 12, 2017 or
December 6, 2017.
Phone numbers
Use hyphens—not parentheses, periods, spaces, or anything else—to separate the parts
of a phone number.
Example 612-555-0175
Global tip For information about how to format phone numbers in a region outside the
United States and Canada, refer to the localization style guide for that region.
Negative numbers
Form a negative number with an en dash, not a hyphen:
Example
–79
Compound numbers
Hyphenate compound numbers when they're spelled out.
Examples
twenty-five fonts
the twenty-first day
Fractions and decimals
Express fractions in words, as symbols, or as decimals, whichever is most
appropriate.
In tables, align decimals on the decimal point.
Add a zero before the decimal point for decimal fractions less than one, unless the
customer is asked to enter the value.
Examples
0.5 cm
enter .75"
Don't use numerals separated by a slash to express fractions.
Exception When an equation occurs in text, it's OK to use a slash between the
numerator and the denominator. Or, in Microsoft Word, go to the Insert tab, and
select Equation to format the equation automatically.
Example
½+½=1
Hyphenate spelled-out fractions. Connect the numerator and denominator with a
hyphen unless either already contains a hyphen.
Examples
one-third of the page
two-thirds completed
three sixty-fourths
In measurements where the unit of measure is spelled out, use the plural form
when the quantity is a decimal fraction. Use the singular form only when the
quantity is 1.
Examples
0.5 inches
0 inches
1 inch
5 inches
Ordinal numbers
Always spell out ordinal numbers.
Examples
the first row
the twenty-first anniversary
Don't use ordinal numbers, such as June first, for dates.
Don't add -ly to an ordinal number, as in firstly or secondly.
Ranges of numbers
In most cases, use from and through to describe a range of numbers.
Example
from 9 through 17
Exceptions
Use an en dash in a range of pages or where space is an issue, such as in tables
and UI. For example, 2016–2020 and pages 112–120.
Use to in a range of times. For example, 10∶00 AM to 2∶00 PM.
Don't use from before a range indicated by an en dash, such as 10–15.
Abbreviations
In general, don't abbreviate thousand, million, and billion as K, M, and B. Spell out
thousand, million, and billion, or use the entire number.
Examples
Fabrikam, Inc., employs more than 65,000 people.
Total cost to the enterprise: 300,000 hours and $30 million per year
In UI, avoid the abbreviations unless space is too limited to spell out the number.
Global tip Machine translation might not translate these abbreviations correctly. Also,
an abbreviated form might not be available or might be longer in the target language,
so allow space for expansion in localized content.
If you must use the abbreviations, follow these guidelines:
Capitalize K, M, and B.
Don't put a space between the number and the abbreviation.
Use the decimal form of a number only if it really will save space. In particular,
avoid the use of a decimal with K—8.21K has the same number of characters as
8,210.
See also
Date and time term collection
Units of measure term collection
Bits and bytes term collection
Dashes and hyphens
Percent, percentage
Dashes and hyphens
Procedures and instructions
Article • 06/24/2022
The best procedure is the one you don’t need. If the UI is crystal clear and leads the
customer through a task, a procedure isn’t necessary. Start there.
Some tasks are more complex. When you need to provide a procedure, look for the
clearest way to present it. That might be:
A picture, an illustration, a poster, or an infographic
A video.
A one-sentence instruction.
A numbered procedure, which might include pictures, videos, and links or buttons
that take customers where they need to go.
When a procedure is the best approach, use the guidelines in this section to create
consistent instructions that are easy to follow:
Writing step-by-step instructions describes several ways to write simple and
complex instructions.
Describing interactions with UI provides a list of input-neutral verbs you can use to
write instructions that work with any input method.
Describing alternative input methods explains how to describe customer
interactions with UI using mouse, keyboard, joystick, pen, touch, and sensor input
—and how to consolidate more than one method in instructions.
Formatting text in instructions lists the formatting conventions for elements
commonly used in instructions.
Note Document all the ways that customers can interact with your UI to support
customers of all abilities. This includes mouse, keyboard, voice recognition, game
controller, gesture, and any other input method or device that the product or service
supports. The easiest way to approach this is to fully document interactions using each
input method, and then write procedures that use input-neutral verbs.
Writing step-by-step instructions
Article • 10/13/2022
Follow these guidelines to help you create clear, easy-to-follow instructions, whether
you're writing simple, single-step procedures or complex procedures that consist of
multiple steps.
See also
Formatting text in instructions
Formatting punctuation
Complex procedures
Complex instructions often consist of multiple steps formatted as a numbered list. For
multiple-step procedures in numbered lists:
Format procedures consistently so customers can find them easily by scanning.
Consider using a heading to help customers find instructions quickly. Use the
heading to tell customers what the instructions will help them do.
Examples
To add an account
Add an account
Choose one phrasing style for the headings, and write them all the same way (in
parallel structure).
Use a separate numbered entry for each step. It's OK to combine short steps that
occur in the same place in the UI.
Most of the time, include actions that finalize a step, such as OK or Apply buttons.
Use complete sentences.
Use imperative verb forms. In instructions, customers really want you to tell them
what to do.
Use consistent sentence structures. For example, always use a phrase when you
need to tell the customer where to start. The rest of the time, start each sentence
with a verb.
Examples
On the ribbon, go to the Design tab.
Open Photos.
For Alignment, choose Left.
Capitalize the first word in each step.
Use a period after each step.
Exception
When instructing customers to type input that doesn't include end punctuation,
don’t use a period. Try to format the text so that the user input appears on a new
line.
Limit a procedure to seven steps, and preferably fewer. Try to fit all the steps on
the same screen.
Examples
To create a group of tiles
1. On the Start screen, select the tiles you want to group together.
2. Drag them to an open space. When a gray bar appears behind them, release
the tiles to create the new group.
To schedule sprints
1. In the Backlogs view, select the first sprint under Current. Or, open your
sprint backlog from the following URL:
https://AccountName/DefaultCollection/TeamProjectName/\_backlogs/iterati
on
Several predefined sprints are listed under Current and Future. Actual sprint
titles vary based on the process template used to create your team project.
However, calendar dates haven’t been assigned.
2. To set the calendar dates, select the first sprint under Current, and select
dates.
Single-step procedures
If you're using a consistent format for step-by-step instructions, use the same format for
single-step instructions, but replace the number with a bullet.
Example
To move a group of tiles
On the Start screen, zoom out and drag the group where you want.
Tips for writing steps
Make sure the customer knows where the action should take place before you describe
the action.
If the instruction appears in the same UI where the action occurs, it’s usually not
necessary to provide location details.
If you need to make sure the customer begins in the right place, provide a brief
phrase at the beginning of the step.
Example
On the Design tab, select Header Row.
If there’s a chance of confusion, provide an introductory step.
Example
On the ribbon, go to the Design tab.
Simple instructions with right angle brackets
Abbreviate simple sequences by using right angle brackets. Include a space before and
after each bracket, and don't make the brackets bold.
Example
Select Accounts > Other accounts > Add an account.
Accessibility tip Screen readers may skip over brackets and read instructions such as
Menu > Go To > Folders as Menu Go To Folders, which might confuse customers. Check
with an accessibility expert before using this approach.
Describing interactions with UI
Article • 06/14/2023
Customers interact with products using different input methods: keyboard, mouse,
touch, voice, and more. So use generic verbs that work with any input method. Don't
use input-specific verbs, such as click or swipe. Instead, use the verbs listed here.
See also Formatting text in instructions
Verb Use for Examples
Open Apps and programs Open Photos.
Blades Open the Reader
app.
File Explorer
Select Users +
Files and folders groups to open
the blade.
Shortcut menus
Open the
Use for websites and webpages only when
Filename file.
necessary to match the UI. Otherwise, use go to.
To open the
Don't use for commands and menus.
document in
Outline view,
select View >
Outline.
In WindowName,
open the shortcut
menu for
ItemName.
Verb Use for Examples
Close Apps and programs Close the Alarms
app.
Blades
Close Excel.
Dialogs
Close the blade.
Files and folders
Close the Users +
Notifications and alerts groups blade.
Tabs Save and close the
document.
The action a program or app takes when it
encounters a problem and can't continue. (Don't Closing Excel also
confuse with stop responding.) closes all open
worksheets.
Leave Websites and webpages Select Submit to
complete the survey and
leave this page.
Go to Opening a menu. Go to Search ,
enter the word
Going to a tab or another particular place in the UI. settings, and then
select Settings.
Going to a website or webpage.
Go to File, and
It's OK to use On the XXX tab if the instruction is
then select Close.
brief and continues immediately.
On the ribbon, go
to the Design tab.
Go to the Deploy
tab. In the
Configuration list
…
On the Deploy
tab, in the
Configuration list
…
Go to
Example.com to
register.
Verb Use for Examples
Select Instructing the customer to select a specific item, Select the Modify
including: button.
Selecting an option, such as a button. For Alignment,
select Left.
Selecting a checkbox.
Select the text,
Selecting a value from a list box. open the shortcut
menu, and then
Selecting link text to go to a link.
select Font.
Selecting an item on a menu or shortcut menu.
Select Open in
Selecting an item from a gallery. new tab.
Selecting keys and keyboard shortcuts. (Document Select the
keyboard shortcuts only if they're the most likely LinkName link.
way the customer will accomplish a task or as an
Select F5.
alternative input method, usually in a separate
keyboard shortcuts article.) Select Shift+Enter.
Select
Ctrl+Alt+Delete.
Select Use to describe pressing and holding an element in the To flag a message
and hold, UI. It's OK to use right-click with select and hold when the that you want to
select and instruction isn't specific to touch devices. deal with later,
hold (or select and hold it,
right- and then select
click) Set flag.
Select and hold
(or right-click) the
Windows taskbar,
and then select
Cascade windows.
Select and hold
(or right-click) the
Start button,
and then select
Device Manager.
Verb Use for Examples
> Use a greater-than symbol (>) to separate sequential Select Accounts > Other
steps. accounts > Add an
account.
Only use this approach when there's a clear and obvious
path through the UI and the selection method is the
same for each step. For example, don't mix things that
require opening, selecting, and choosing.
Don't bold the greater-than symbol. Include a space
before and after the symbol.
Clear Clearing the selection from a checkbox. Clear the Header row
checkbox.
Choose Choosing an option, based on the customer's preference On the Font tab, choose
or desired outcome. the effects you want.
Switch, Turning a toggle key or toggle switch on or off. Use the Caps lock
turn on, key to switch from
turn off typing capital
letters to typing
lowercase letters.
To switch between
Normal, Outline,
and Slide Sorter
views, use the
buttons on the
View tab.
To make text and
apps easier to see,
turn on the toggle
under Turn on
high contrast.
To keep all applied
filters, turn on the
Pass all filters
toggle.
Verb Use for Examples
Enter Instructing the customer to type or otherwise insert a In the search box,
value, or to type or select a value in a combo box. enter…
In the Tab stop
position box,
enter the location
where you want to
set the new tab.
In the
Deployment
script name box,
enter a name for
this script.
Move, Moving anything from one place to another by dragging, Drag the Filename
drag cutting and pasting, or another method. Use for tiles and file to the
any open window (including apps, dialogs, files, and Foldername
blades). folder.
Use move through to describe moving around on a page, Move the tile to
moving through screens or pages in an app, or moving the new section.
up, down, right, and left in a UI.
Drag the Snipping
Tool out of the
way, if necessary,
and then select
the area you want
to capture.
If the Apply Styles
task pane is in
your way, just
move it.
Zoom, Use zoom, zoom in, and zoom out to refer to changing Zoom in to see
zoom in, the magnification of the screen or window. more details on
zoom out the map.
Zoom out to see a
larger geographic
area on the map.
Zoom in or out to
see more or less
detail.
Describing alternative input methods
Article • 06/14/2023
If you use input-neutral methods in instructions, provide an article that explains how to
interact with the product using each available input method. (The article can be in the
product or included in documentation or Help.) To support customers regardless of their
ability or the device they use, include mice, keyboards, voice recognition devices, game
controllers, touch, and other interaction methods.
Learn more To learn more about creating accessible content, see Accessibility guidelines
and requirements.
Mouse procedures
Be consistent in how you list mouse procedures. For example, always list the mouse
method before the keyboard method if you document both. Don't combine keyboard
and mouse actions as if they were keyboard shortcuts unless space is limited. For
example, don't use Shift+click. Instead, use Select Shift while clicking ….
See also Mouse and mouse interaction term collection
Joystick procedures
Assume that the mouse is the primary input device. Include joystick information in a
table along with other alternative input devices.
Refer to joystick controls, not options, when you provide specific joystick procedures.
Keyboard procedures
Always document keyboard procedures for accessibility, even if they're indicated in UI
(for example, by underlined letters).
See also Keys and keyboard shortcuts term collection
Pen-computing and touch procedures
Use tap and double-tap instead of click and double-click when writing content specific to
touching a screen or using a tablet pen. Tap means to press the screen with a finger or
pen tip and then to lift it, usually quickly.
Term Usage
tap Use to describe selecting a button, icon, or other element on the screen with a finger
or the pen by tapping it once. Don't use tap on.
double- Use to describe selecting an item by tapping twice in rapid succession. Hyphenate.
tap Don't use double-tap on.
tap and Use only if the app requires it to complete a specific interaction. Don't use touch and
hold hold.
pan Use to describe moving the screen in multiple directions at a controlled rate, as you
would pan a camera to see different views. For contact gestures, use pan to refer to
moving a finger, hand, or pen on the device surface to move through screens or menus
at a controlled rate, rather than quickly skipping through content using the flick
gesture. Don't use drag or scroll as a synonym for pan.
flick Use to describe moving one or more fingers to scroll through items on the screen.
Don't use scroll.
swipe Use to describe a short, quick movement in the direction opposite to how the page
scrolls. For example, if the page scrolls left or right, swipe an item up or down to select
it.
See also Touch and pen interaction term collection
Multiple input methods and branching within
procedures
You can document multiple input methods in various ways, depending on the content
design, space restrictions, and other considerations. Some approaches are discussed
below.
List the steps in a table, and provide a separate column for each input method.
Example
Choose colors to use on webpages
To make webpages easier to see, you can change the text, background, link, and hover
colors in Internet Explorer.
Mouse actions Keyboard actions
On the Start menu: Display the Start menu by pressing the Windows logo key:
Click Internet Select Internet Explorer by using the arrow keys, and then
Explorer. press Enter.
Mouse actions Keyboard actions
In Internet Explorer: In Internet Explorer:
1. Click the Tools menu. 1. Select the Tools menu by pressing Alt+T.
2. Click Internet Options. 2. Select Internet Options by pressing O.
Document the primary input method, and provide the alternative instructions in
parentheses or separate sentences after the main instructions.
Examples
To pan, slide one finger in any direction (or drag the mouse pointer, or use the arrow
keys).
To copy the selection, click Copy on the toolbar. You can also press Ctrl+C.
If there are multiple ways to perform an entire procedure and you must describe each
one, use a table to detail the alternatives. This approach helps the customer decide
when to use which method.
Example
This table describes two ways to save a file.
To Do this
Save changes to the file and On the File menu, click Save.
continue working.
Save changes to the file and On the File menu, click Exit. If a dialog asks whether you want
close the program. to save changes, click Yes.
If one step has an alternative, make that alternative a separate paragraph in the step. In
a single-step procedure, an alternative can be separated by the word or to make it clear
that an alternative is available.
Examples
Press the key for the underlined letter in the menu name. You can also use the Left
arrow key or the Right arrow key to move to another menu.
Press Alt+the key for the underlined letter in the menu name.
or
Use the Left arrow key or the Right arrow key to move to another menu.
For several choices within one procedure step, use a bulleted list.
Example
1. Select the text that you want to move or copy. Do one of the following:
To remove the selection, click Cut on the Quick Access Toolbar.
To copy the selection, click Copy on the Quick Access Toolbar.
2. Right-click where you want to insert the text, and then click Paste on the Quick Access
Toolbar.
Formatting text in instructions
Article • 01/04/2023
Consistent text formatting helps readers locate and interpret information. Follow these
conventions for formatting elements that frequently appear in instructions (also referred
to as procedures).
See also
Describing interactions with UI
Capitalization
Formatting common text elements
Formatting developer text elements
In documentation and technical content
Use these conventions in instructions that appear in documentation and technical
content.
Element Convention Example
Blades Avoid talking about blades. Instead, Select a specific operation to view
describe what the customer needs to do. details about that operation.
When you must refer to a blade by name, In Web app, provide a name for
use bold formatting for the name of the your site.
blade. Go to Audit logs to view the
Use sentence-style capitalization unless events that occurred against the
you need to match the UI. subscription.
Don't include the word blade unless it adds On the Resource group blade,
needed clarity. select Summary.
Buttons, Avoid talking about UI elements. Instead, Select Save as (not Select Save
checkboxes, describe what the customer needs to do. as… or Select the Save as button).
and other When you must refer to a button, Select Allow row to break across
options checkbox, or other option, use bold pages.
formatting for the name. Clear the Match case checkbox.
Use sentence-style capitalization unless
you need to match the UI. If an option
label ends with a colon or an ellipsis, don't
include that end punctuation in
instructions.
Don't include the type of UI element, such
as button or checkbox, unless including it
adds needed clarity.
Element Convention Example
Command- Bold. All lowercase. copy
line
commands
Command- Bold. Capitalize the way the option must /a
line options be typed. /Aw
(also known
as switches or
flags)
Commands Use bold formatting for command names. Go to Tools, and select Change
Use sentence-style capitalization unless language.
you need to match the UI. If a command On the Design menu, select
label ends with a colon or an ellipsis, don't Colors, and then select a color
include that end punctuation in scheme.
instructions.
Don't include the word command unless it
adds needed clarity.
Database Bold. The capitalization of database names WingtipToys database
names varies.
Device and All uppercase. USB
port names
Dialog boxes In general, avoid talking about UI. Instead, Select Upload, and then select a
talk about what the customer needs to do. file to upload.
When you need to refer to the UI element, In Properties, select Details, and
use dialog. Don't use pop-up window, then select Remove Properties
dialog box, or dialogue box. and Personal Information.
When you must refer to a dialog by name, In the Protect document dialog,
use bold formatting for its name. clear the Shapes checkbox.
Use sentence-style capitalization unless
you need to match the UI. If a dialog label
ends with a colon or an ellipsis, don't
include that end punctuation in
instructions.
Error Sentence-style capitalization. Enclose error Hmm ... looks like that's a broken
messages messages in quotation marks when link.
referring to them in text. If you see the error message,
"Check scanner status and try
again," use Windows Update to
check for the latest drivers for your
device.
File attributes All lowercase. To remove the hidden attribute
from all files in a folder ....
Element Convention Example
File name All lowercase. .mdb
extensions .doc
File names Title-style capitalization. It's OK to use My Taxes for 2016
(user-defined internal capital letters in file names for MyTaxesFor2016
examples) readability. Use bold formatting for file Enter MyTaxesFor2016.
names in procedures if you're directing the
customer to select, type, or otherwise
interact with the name.
Folder and Sentence-style capitalization. It's OK to use Vacation and Sick Pay
directory internal capital letters in folder and MyFiles\Accounting\Payroll\VacPay
names (user- directory names for readability. In Select Documents.
defined procedures, use bold formatting for names
examples) if you're directing the customer to select,
type, or otherwise interact with the name.
Key names, Capitalize. Use bold formatting for key Shift, F7
combinations, names and keyboard shortcuts in Ctrl+Alt+Del
and instructions. Don't put a space around the Alt, F, O
sequences plus sign (+) in keyboard shortcuts. Spacebar
To learn how to refer to keyboard shortcuts Select the F1 key.
and specific keys, see Keys and keyboard To open the Preview tab, select
shortcuts term collection. Alt+3.
Macros Usually all uppercase. Use bold formatting LOWORD
if predefined. Might be monospace if user MASKROP
defined. Treatment varies.
Markup Bold. Capitalization varies. <img>
language <input type=text>
elements <!DOCTYPE html>
(tags)
Mathematical Italic. a2 + b2 = c2
constants and
variables
Menus Avoid talking about menus. Instead, Go to Tools, and select Change
describe what the customer needs to do. language.
When you must refer to a menu by name, On the Design menu, select
use bold formatting for the name of the Colors, and then select a color
menu. scheme.
Use sentence-style capitalization unless
you need to match the UI.
Don’t include the word menu unless it
adds needed clarity.
Element Convention Example
New terms Italicize the first mention of a new term if Microsoft Exchange consists of
you're going to define it immediately in both server and client components.
text.
Palettes Avoid talking about palettes. Instead, In Colors, let Windows pull an
describe what the customer needs to do. accent color from your
When you must refer to a palette by name, background, or choose your own
use bold formatting for the name of the color.
palette. In the Color palette, select a color
Use sentence-style capitalization unless for the object outline.
you need to match the UI.
Don't include the word palette unless it
adds needed clarity.
Panes Avoid talking about panes. Instead, Select the arrow next to the Styles
describe what the customer needs to do. gallery, select Apply styles, and
When you must refer to a pane by name, then select a style to modify.
use bold formatting for the name of the If the Apply Styles pane is in your
pane. way, just move it.
Use sentence-style capitalization unless
you need to match the UI.
Don't include the word pane unless it adds
needed clarity.
Placeholders Italic. /v: version
(in syntax and Enter password.
in user input)
Products, Usually title-style capitalization. Check the Microsoft Arc Touch Mouse
services, Microsoft trademark list for Microsoft Word
apps, and capitalization of trademarked names. Surface Pro
trademarks Notepad
Network Connections
Makefile
RC program
Slashes When instructing customers to enter a Enter two backslashes (\\) ....
slash, include the spelled-out term
(backslash or slash), followed by the
symbol in parentheses.
Strings When referring to strings in code, a Select "Now is the time."
document, a website, or UI, use sentence- Find “font-family:Segoe UI
style capitalization unless the text you’re Semibold” in the code.
referring to is capitalized differently.
Enclose in quotation marks.
Element Convention Example
Tabs Avoid talking about tabs. Instead, describe Select the table, and then select
what the customer needs to do. Design > Header row.
When you must refer to a tab by name, use On the Design tab, select Header
bold formatting for the name of the tab. row.
Use sentence-style capitalization unless Go to the Deploy tab. In the
you need to match the UI. Configuration list, ….
Don't include the word tab unless it adds
needed clarity.
Toggles Avoid talking about toggles. Instead, To make text and apps easier to
describe what the customer needs to do. see, turn on the toggle under Turn
When you must refer to a toggle by name, on high contrast.
use bold formatting for the name of the To keep all applied filters, turn on
toggle. the Pass all filters toggle.
Use sentence-style capitalization unless
you need to match the UI.
Include the word toggle if it adds needed
clarity.
URLs All lowercase for complete URLs. If www.microsoft.com
necessary, line-break long URLs before a msdn.microsoft.com/downloads
slash. Don’t hyphenate.
See also URLs and web addresses.
User input Usually lowercase, unless case sensitive. Enter hello world
Bold or italic, depending on the element. If Enter -p password
the user input string contains placeholder
text, use italic for that text.
Windows Avoid talking about windows. Instead, To embed the new object, switch
focus on what the customer needs to do. to the source document.
When you must refer to a window by Easily switch between open
name, use regular text. Use sentence-style windows.
capitalization unless you need to match Open a new Microsoft Edge tab in
the UI. a new window so you can look at
Use window only as a generic term for an tabs side by side.
area on a PC screen where apps and
content appear. Don’t use window to refer
to a specific dialog box, blade, or similar UI
element.
XML schema Bold. Capitalization varies. ElementType element
elements xml:space attribute
In the UI and general content
Instructions can also appear in the UI itself and in content other than documentation,
such as blogs and marketing. In this content, avoid bold and italic formatting. The goal
is to be readable and friendly but also clearly set off the UI label or other text element
from the surrounding text.
Choose one of the approaches below and use it consistently.
Option Example
Describe the action without referring to a Choose the group or groups that you want to assign
specific UI label. services to.
Use wording that clearly sets off the name Assign services to the Business data only group.
of the element. By selecting the Create my database button, you
agree Microsoft can use entity and field names you
create to help improve our common data model.
Choose how often you want to refresh data in
Schedule refresh.
Use quotation marks. Quotation marks Assign services to the “No business data allowed”
can make text cluttered, so use them group.
sparingly and only when necessary for
clarity.
Use bold formatting. Assign services to either the Business data only or
No business data allowed group.
Punctuation
Article • 06/24/2022
Punctuation provides vital clues for reader understanding. It's governed by well-
documented rules. For example, every English sentence requires end punctuation
(unless it's a title or a heading). Within those rules are stylistic choices, which we'll cover
here.
Writing tip The more punctuation you add, the more complex a sentence becomes. If a
sentence contains more than a comma or two and ending punctuation, consider
rewriting it to make it crisp and clear.
Learn more Refer to The Chicago Manual of Style to learn more about specific
punctuation.
This section covers:
Formatting punctuation in text describing interaction with the UI, parentheses, and
brackets.
Apostrophes in possessives and contractions.
Colons in lists and to elaborate on a statement.
Commas in series, clauses, and dates.
Dashes and hyphens, including em dashes to set off phrases, en dashes in open or
hyphenated compound words and with numbers, and hyphens in words and
spelled-out numbers.
Ellipses in syntax and for omissions.
Exclamation points, used sparingly.
Periods in sentences and lists.
Question marks, used sparingly.
Quotation marks for quotations only.
Semicolons between independent clauses, contrasting statements, and items in a
list.
Slashes in phrases, file paths, and URLs.
Formatting punctuation
Article • 06/24/2022
In general, format punctuation in the same font style as the main content of a sentence
or phrase.
Text describing interaction with the UI
In instructions that reference elements such as commands, options, keywords,
placeholders, links, pop-up text, and user input:
If the punctuation is part of the element, such as punctuation that the customer
must type, format the punctuation the same as the element.
Example
Enter Balance due: in cell A14.
(In this example, the colon is bold because the customer types the colon.)
If the punctuation is not part of the element, format the punctuation the same as
the main text.
Examples
On the Insert menu, go to Pictures, and then select From File.
(In this example, the comma following Pictures and the period following File aren't
bold because the punctuation isn't part of the UI labels.)
Select Accounts > Other accounts > Add an account.
(In this example, brackets aren't bold because they aren't part of the UI labels.)
Parentheses and brackets
Format parentheses and brackets in the font style of the main text, not of the text in the
parentheses or brackets.
Example
Open any Office app and select File > Account. (If you're doing this in Outlook, select
File > Office Account.)
(In this example, the opening and closing parentheses aren't bold, to match the main
text.)
Use the same font style for the closing parenthesis or bracket that you use for the
opening parenthesis or bracket.
Apostrophes
Article • 06/24/2022
Use an apostrophe
To form the possessive case of nouns. For singular nouns, add an apostrophe and
an s, even if the noun ends in s, x, or z. To form the possessive of plural nouns that
end in s, add only an apostrophe.
Examples
insider's guide
the box's contents
the CSS's flexibility
Berlioz's opera
an OEM's product
users' passwords
the Joneses' computer
To indicate a missing letter in a contraction.
Examples
can't
don't
it's
Don’t use an apostrophe
For the possessive form of it.
Example
Replace a formula with its calculated value.
With a possessive pronoun.
Example
The choice is yours.
To form the plural of a singular noun.
Example
Play your favorite games on all your devices.
Note Don't use the possessive form of Microsoft trademarks and product, service, or
feature names.
Colons
Article • 11/01/2023
Preceding lists
Include a colon at the end of a phrase that directly introduces a list.
Example
You can create a backup of all sorts of things to make the transition easier, including:
The apps you've installed on your phone, along with high scores and progress
from participating apps.
The passwords for your accounts.
Your call history.
To learn more, see Lists.
Within sentences
Use colons sparingly at the end of a statement followed by a second statement that
expands on it.
Example
Microsoft ActiveSync doesn't recognize this device for one of two reasons: the device
wasn't connected properly or the device isn't a smartphone.
Most of the time, two sentences are more readable.
When you use a colon in a sentence, lowercase the word that follows it unless:
The colon introduces a direct quotation.
Example
What does it mean when I see a message that asks: "Are you trying to visit this
site?"
The first word after the colon is a proper noun.
Example
We're considering three cities for the event: Los Angeles, Munich, and Tokyo.
In titles and headings
When you use a colon in a title or heading, capitalize the word that follows it.
Examples
Block party: Communities use Minecraft to create public spaces
Why girls lose interest in STEM: New research has some answers
Get started with Azure IoT: An interactive developer guide
In UI
Don’t use a colon when introducing lists of radio buttons or checkboxes.
Commas
Article • 06/24/2022
Use a comma
Before the conjunction in a list of three or more items. (The comma that comes
before the conjunction is known as the Oxford or serial comma.)
Examples
Outlook includes Mail, Calendar, People, and Tasks.
Save your file to a hard drive, an external drive, or OneDrive.
Writing tip If a series contains more than three items or the items are long,
consider a bulleted list to improve readability.
Following an introductory phrase.
Example
With the Skype app, you can call any phone.
To join independent clauses with a conjunction, such as and, or, but, or so.
Example
Select Options, and then select Enable fast saves.
Writing tip If the sentence is long or complex, consider rewriting as two sentences.
In a series of two or more adjectives that precede a noun, if the order of the
adjectives can be reversed or if they can be separated by and without changing the
meaning.
Examples
Adjust the innovative, built-in Kickstand and Type Cover.
PlayFab is a complete back-end platform.
Writing tip Consider rewriting for a friendlier, more conversational tone. For
example, say, "Build mixed-reality apps that support collaboration across
platforms," not "Build collaborative, cross-platform mixed-reality apps."
To surround the year when you use a complete date within a sentence.
Example
See the product reviews in the February 4, 2015, issue of the New York Times.
For information about using commas in numbers, see Numbers.
Don't use a comma
To join independent clauses when you don't use a conjunction. (Use a semicolon
instead.)
Example
Select Options; then select Enable fast saves.
Between verbs in a compound predicate (when two verbs apply to a single
subject).
Example
The program evaluates your computer system and then copies the essential files to
the target location.
Writing tip Consider replacing a compound predicate with two sentences. Or add
a subject for the second verb.
Examples
The program evaluates your computer system. Then it copies the essential files to
the target location.
The program evaluates your computer system, and then it copies the essential files
to the target location.
Between the month and the year when a specific date isn't mentioned.
Dashes and hyphens
Article • 06/24/2022
Dashes and hyphens aren't interchangeable. Follow these guidelines to help you use
them the right way, in the right places.
Em dashes. Use to set off or emphasize parenthetical phrases.
En dashes. Use in ranges of numbers and dates, in negative numbers, and as a
minus sign. Use to connect compound modifiers under specific conditions.
Hyphens. Use to join words and connect prefixes to stem words. Don't use two
hyphens in place of an em dash.
Em dashes
Article • 05/09/2023
Use an em dash (—) to set off a parenthetical phrase with more emphasis than
parentheses provide. Don’t add spaces around an em dash.
Use one em dash on each side of a phrase embedded in a sentence.
Example
The information in your spreadsheet—numbers, formulas, and text—is stored in
cells.
Use one em dash to set off a phrase or clause at the end of a sentence.
Example
If you're not sure about the details, look at the illustrations in the wizard—they can
help you figure out what type of connection you’re using.
Don’t use an em dash:
In place of a bullet character in a list.
To indicate an empty cell in a table.
Don’t capitalize the first word after an em dash unless the word is a proper noun.
En dashes
Article • 11/06/2023
Use an en dash (–):
To indicate a range of numbers, such as inclusive values, dates, or pages.
Example
2015–2017
For a minus sign.
Example
12 – 3 = 9
To indicate negative numbers.
Example
–79
Use an en dash (–) instead of a hyphen in a compound modifier when:
One element of the modifier is an open compound.
Examples
Windows 10–compatible products
dialog–type options
Two or more of the elements are made up of hyphenated compounds (a rare
occurrence).
Don’t use an en dash to indicate an empty cell in a table.
Don’t use spaces on either side of an en dash.
Exception Surround an en dash with spaces when it's used as a minus sign in an
equation, in a time stamp appearing in UI, or in a date range that includes two times
and two dates.
12 – 3 = 9
2:15 PM – 4:45 PM (time stamp in UI)
2:15 PM 12/1/17 – 4:45 PM 4/1/18 (range includes both time and date)
In text, don’t use an en dash in a range of times. Use to instead: 10:00 AM to 2:00 PM. In
a schedule or listing, use an en dash with no spaces around it: 10:00 AM–2:00 PM.
See also Date and time term collection
Hyphens
Article • 06/24/2022
For information about hyphenating specific technology words, see the A–Z word list. For
information about hyphenating common words, see The American Heritage Dictionary
and The Chicago Manual of Style .
Predicate adjectives
Don't hyphenate a predicate adjective (an adjective that complements the subject of a
sentence and follows a linking verb) unless the Microsoft Writing Style Guide specifically
recommends it. Check the A–Z word list to find out.
Examples
The text is left aligned.
The camera is built in.
Many viruses are memory-resident.
Noun modifiers
In compound words that precede and modify a noun as a unit, don’t hyphenate:
Very, when it precedes another modifier.
Example
Very fast test
An adverb ending in -ly, such as completely, when it precedes another modifier.
Check The American Heritage Dictionary if you're not sure whether the word
ending in -ly is an adverb.
Examples
extremely stylized image
highly graphical interface
Note Use adverbs sparingly. They usually aren't necessary.
Hyphenate two or more words that precede and modify a noun as a unit if:
Confusion might result without the hyphen.
Examples
built-in drive
high-level-language compiler
read-only memory
lower-left corner
floating-point decimal
line-by-line scrolling
scrolling line by line
up-to-date information
One of the words is a past or present participle (a verb form ending in -ed or -ing
and used as an adjective or noun).
Examples
left-aligned text
free-flowing form
well-defined schema
The schema is well defined.
The modifier is a number or single letter plus a noun or participle.
Examples
two-sided arrow
5-point star
y-coordinate values
Suspended compound modifiers
Don’t use suspended compound modifiers, such as left- and right-aligned text,
unless space is limited. Instead, spell out the entire phrase.
Example
upper-right or lower-right corner
If you use a suspended compound modifier, include a hyphen with both adjectives.
The first hyphen is followed by a space.
Example
upper- or lower-right corner
Don’t form suspended compound modifiers from one-word adjectives.
Example
uppercase and lowercase letters
Compound nouns
Hyphenate compound nouns when one of the words is abbreviated.
Examples
e-book
e-commerce
Exception email
Compound numerals and fractions
Hyphenate compound numerals and fractions.
Examples
a twenty-fifth anniversary
one-third of the page
En dashes in compound adjectives
Use an en dash (–) instead of a hyphen in a compound adjective when:
The compound adjective includes an open compound.
Examples
Windows 10–compatible products
dialog box–type options
Two or more of the elements are made up of hyphenated compounds (a rare
occurrence).
Prefixes
Avoid creating new words by adding prefixes to existing words. Rewrite to avoid
creating a new word. If a word with a prefix is listed in The American Heritage
Dictionary or the A–Z word list, it’s OK to use in Microsoft content.
In general, don’t include a hyphen after the following prefixes unless omitting the
hyphen could confuse the reader.
auto-
co-
cyber-
exa-
giga-
kilo-
mega-
micro-
non-
pre-
re-
sub-
tera-
un-
Use a hyphen between a prefix and a stem word:
If a confusing word results without the hyphen.
Examples
non-native
pre-provisioned
If the stem word begins with a capital letter.
Example
non-XML
A prefix affects a word, not a phrase. For example, instead of non-security related, use
unrelated to security.
When adding a prefix to a stem word results in a double vowel and each vowel is
pronounced, don’t use a hyphen.
Examples
reenter
cooperate
For more information about using prefixes, see The Chicago Manual of Style .
Capitalization in hyphenated compound words
Capitalize any part of a hyphenated compound word that would be capitalized if there
were no hyphen.
Examples
Compound Example sentence
word
Customer- Customer-friendly content is brief, accurate, and to the point.
friendly
E-Book Bisson, Guillermo. The App E-Book. Redmond, WA: Lucerne Publishing, 2015.
Add-ins Bisson, Guillermo. Programming Office 365 Applications, SharePoint Add-ins, and
More. Redmond, WA: Lucerne Publishing, 2015.
See also Capitalization
Ellipses
Article • 06/24/2022
In general, don’t use an ellipsis (…) except in the situations described here or to indicate
omitted code in technical content.
It's OK to use an ellipsis to indicate a pause in conversational UI messages.
Example
(Hmm ... looks like that link is broken.)
When there's an ellipsis in UI, don’t include it in instructions or procedures.
Example
Select Safety, and then Delete browsing history.
In quoted material, use an ellipsis to indicate omitted text.
If the ellipsis replaces text within a sentence, include a space before and after the
ellipsis.
Example
The quick brown fox … lazy dog.
If the ellipsis replaces the end of a quoted sentence, include a space before the
ellipsis and follow it with a closing period, with no intervening space.
Example
The quick brown fox ….
It’s OK to use an ellipsis in multiple-part callouts, especially with screenshots or graphics
in documentation.
Ensure that the path through the callouts is clear. Document each step.
Insert a space and then an ellipsis at the end of a phrase that continues later. Insert
an ellipsis followed by a space at the beginning of a phrase that's continued from a
previous phrase.
If the callout ends with additional punctuation, such as a period or comma, insert a
space between the punctuation mark and the ellipsis.
If you're using a font that doesn't have the ellipsis character, use three periods with no
space between them.
Exclamation points
Article • 06/24/2022
Use exclamation points sparingly. Save them for when they count.
Periods
Article • 06/24/2022
Don’t use end punctuation in headlines, headings, subheadings, UI titles, UI text, or
simple lists (three or fewer words per item).
End all sentences with a period, even if they're only two words. Put one space, not two,
after a period.
For information about how to use periods in bulleted lists and numbered lists, see Lists.
Headline example
Be brief—make every word count
Text example
Be brief. Make every word count.
When a phrase ending with a colon introduces a bulleted list:
If one or more list elements complete the introductory phrase preceding the colon,
use a period after every list element.
If all list elements are short phrases (three words or fewer), don’t end them with
periods, even if they form a complete sentence together with the list introduction.
If one or more list elements are complete sentences, use a period after every
element, even if a list element contains three or fewer words.
Question marks
Article • 06/24/2022
Use questions sparingly. In general, customers want us to give them answers.
When a customer needs to make a decision, a question is appropriate.
Examples
If you forgot your password, provide your secret answer.
More nature themes are available online.
Do you want to save your changes?
Quotation marks
Article • 06/24/2022
In most content, use double quotation marks (" ") not single quotation marks (' ').
In printed content, use curly quotation marks (“ ”) except in user input and code
samples, which call for straight quotation marks (" "). If your project style sheet requires
straight quotation marks with sans serif fonts, such as in headings, follow the style sheet.
In online content, use straight quotation marks.
Refer to quotation marks, opening quotation marks, and closing quotation marks. Don't
call them quote marks, quotes, open or close quotation marks, or beginning or ending
quotation marks.
Place closing quotation marks:
Outside commas and periods.
Inside other punctuation.
Exception If punctuation is part of the quoted material, place it inside the quotation
marks.
Examples
One type of malware is called a "trojan clicker."
One type of malware, called a "trojan clicker," uses your PC to "click" online ads.
What is "gaze awareness"?
A reader asks, "How can I get Windows 10?"
Semicolons
Article • 06/24/2022
Sentences that contain semicolons are often complex. Try to simplify the sentence—
break it into multiple sentences or a list—to eliminate the semicolon.
Use semicolons:
Between two independent clauses that aren't joined by a conjunction.
Example
Select Options; then select Automatic backups.
Between contrasting statements that aren't joined by a conjunction.
Example
What’s considered powerful changes over time; today’s advanced feature might be
commonplace tomorrow.
To separate items in a series that contains commas or other punctuation. Even
better, break out a complex series of items into a list.
Examples
In this tutorial, you’ll learn how to construct an interface; implement both single-
document interface and multiple-document interface applications; implement
features that until now were considered difficult, such as printing, toolbars,
scrolling, splitter windows, print preview, and context-sensitive Help; and take
advantage of many built-in components of the class library.
In this tutorial, you'll learn how to:
Construct an interface.
Implement both single-document interface and multiple-document interface
applications.
Implement features that until now were considered difficult, such as printing,
toolbars, scrolling, splitter windows, print preview, and context-sensitive Help.
Take advantage of many built-in components of the class library.
Slashes
Article • 06/24/2022
When necessary, differentiate between a slash for URLs and a backslash for servers and
folders.
When you instruct customers to enter a slash, always include the spelled-out term
(backslash or slash) first, followed by the symbol in parentheses.
Example
Enter two backslashes (\\) ....
See also
Numbers
Special character term collection
URLs and web addresses
Use a slash:
To imply a combination. Capitalize the word after the slash if the word before the
slash is capitalized. For example, if country/region is used as a label in a form,
capitalize it as Country/Region.
Examples
client/server
TCP/IP
CD/DVD drive
Use the on/off switch to turn your mouse off when you're not using it.
Turn on the On/Off toggle.
To separate parts of an internet address. Use two slashes after the protocol name.
Example
ftp://example.com/downloads
In server, folder, and file names.
Example
\\mslibrary\catalog\collect.doc
Between the numerator and denominator of fractions in equations that occur in
text.
Examples
a/x + b/y = 1
x + 2/3(y) = m
Don't use a slash as a substitute for or, like product/service. If the UI uses a slash in this
way, follow the interface in describing the label, but use or to describe the action in text.
Examples
Select Automatic trapping to add or remove a check mark.
To turn the purchasing workflow on or off ....
Exception It's OK to use country/region and ZIP Code/postal code where space is limited.
See also
and/or
country or region
either/or
Responsive content
Article • 06/24/2022
If you’re writing for the web, assume your content will be used on a variety of devices.
Many websites today are responsive—that is, they reconfigure automatically based on
the device in use. Assume your content will be viewed at small sizes.
Keep it short
Short text is always better, but on mobile devices, it’s imperative. Try to write sentences
and paragraphs that are short enough to read on a mobile screen without scrolling. It’s
hard to read a paragraph when you need to scroll to see the second half.
Try to keep headings to one, short line. Two-line headings take up twice as much
scarce vertical space. Use short words in headings, too, if you can. If a customer uses
larger fonts to improve accessibility, long words may break across lines.
Short sections—headings and the text that follows—are easier to read on small screens.
Short sections also make it easier for customers to stop reading and later pick up where
they left off.
Use simple images, charts, and tables
Keep in mind that the width of your customer's screen may be just a couple of inches.
Keep content simple so it’s easy to read and understand.
Choose simple images and crop extraneous detail. Always describe the image using
alt text if it conveys useful information.
Create infographics carefully. Provide a way for readers to open an infographic in an
application where they can enlarge specific areas. Organize infographics in compact
sections that readers can magnify and view on a small screen. Or, present individual
sections of the infographic within text, and provide a link to the full infographic.
Simplify charts and graphs so readers can easily read the whole thing on a small screen.
Craft very short chart titles, metrics labels, and axis labels.
Limit the number of columns in tables and keep the text in each cell brief—ideally one
line. Tables with more than a few narrow columns may be hard to read. Too much text in
a cell may cause a table to exceed the height of a mobile screen.
Consider flow
As you create content, think about how it will flow on a 360-pixel screen. Typically,
content on the right side of the page moves below content on the left side. Will the
content still make sense?
Work with the designer or developer to determine where breaks in the content will
occur, how much content displays at each potential resolution, and the order in which
content will appear on small devices.
Scannable content
Article • 06/20/2023
The volume of content available to customers is overwhelming. Part of a writer's job is
to help readers find what they need quickly, or recognize just as quickly when they're
not where they need to be. Writing to facilitate scanning will help.
Organize text into discrete components to support scanning. This section describes
some of the methods you can use:
Headings
Lists
Pull quotes
Sidebars
Tables
How you write is equally important to scanning.
Put first things first
Content on the first screen (also called above the fold) is the most likely to be read. Many
readers won’t scroll further without a compelling reason. So as always, keep it short, and
lead with what’s most important to the customer. Keep in mind that what appears above
the fold varies by device and screen resolution.
Numerous studies have shown that readers look at specific areas of a page first. In left-
to-right languages, people read in an F shape, giving the most attention to the upper-
left corner of a page. Put your most important information there. Or try placing an offer
or a Buy or Download button there. If the navigation is on the left, put your most
important information in the upper-left corner of the text pane.
Be brief, be bold, be clear
Long spans of dense text are daunting and unapproachable to readers. Write short
headings, short sentences, and short paragraphs that are easy to read—and more
visually appealing.
1. Use short, simple words.
2. Get to the point.
3. Then stop.
Include navigation within long documents
In general, keep web content short. When you have a great, customer-focused reason to
create longer content, provide readers with at least one way to navigate within it, so
they can quickly get to what they need.
If you're developing content for a collection, break the content up into sections so
that information is easy to find in the library navigation.
In a longer document that's likely to be read online, even if it’s a downloadable
Word document or PDF file, include a table of contents with links to subheadings.
Add Back to top links at the end of sections.
Establish patterns in content
Consistent writing, design, and formatting create patterns, which help readers
comprehend more efficiently. Apply these tactics throughout your content to create
familiar landmarks for your readers:
Lead with what's most important. Place important keywords near the beginning of
headings, table entries, and paragraphs so they're easy to spot.
Use text formatting consistently, such as using bold in procedures to identify UI
labels. To learn more, see Text formatting.
Apply the same sentence structures to similar information. For example, use
prepositional phrases consistently in procedures to help customers navigate
menus and dialog boxes. And use the same syntax for cross-references and other
common content elements.
Writing tip When comparing things, use parallel sentence structures to describe each
thing. Write headlines and bulleted list items using the same sentence structure, too.
Give paragraphs room—and keep them short
Paragraphs usually have extra space between them. How much extra space depends on
the size of the font. The minimum is usually 50 percent of the line spacing, or at least
half the font size.
Short paragraphs, like this one, help to break up long passages of text. Three to seven
lines is about the right length for a paragraph.
It’s also fine to have a single-line paragraph now and then.
Headings
Article • 06/24/2022
Headings provide both structure and visual points of reference to help readers scan
content. If you can break text logically into smaller sections, the extra spacing and
distinct fonts associated with headings will help readers scan content and find entry
points.
In any type of content—whether it's UI, web content, marketing, or advertising—use
headings consistently.
Writing headings
Think of headings as an outline, only more interesting—pithy, even. If readers don't
read the headings, they probably won't read the text that follows, either.
Top-level headings communicate what's most important and divide content into
major subjects. Make them as specific as you can to catch the reader's attention.
When there's a lot to say under a top-level heading, look for two or more distinct
topics, and use second-level headings (subheads) to break up the large section
into more scannable chunks. If you can't find at least two distinct topics, skip the
second-level headings.
Avoid having two headings in a row without text in between—that might indicate a
problem with organization or that the headings are redundant. But don't insert
filler text just to separate the headings.
Each new heading represents a new or more specific topic. The heading should
introduce the topic in an interesting way.
Use headings judiciously. One heading level is usually plenty for a page or two of
content. For long content, you might need to use additional heading levels. For
example, this guide uses four heading levels.
Keep headings as short as possible, and put the most important idea at the beginning.
This is especially critical in blogs and social media.
Be as specific as you can, and be even more detailed with lower-level headings. For
example, a second-level heading should be more specific than a first-level heading.
Focus on what matters to customers, and choose words they'd use themselves. In most
cases, don't talk about products, features, or commands in headings. Concentrate on
what customers can achieve or what they need to know.
Use parallel sentence structure for all headings at the same level. For example, use
noun phrases for first-level headings, verb phrases for second-level headings, and
infinitive phrases for headings in instructions.
Examples
Source data
Prepare headings
To create a heading
Scrub data
To remove blank rows
PivotTable reports
Report filters
Consider infinitive phrases, such as To create a heading, for headings and titles related
to tasks. For headings that aren't related to tasks, use a noun phrase such as Headings, if
possible.
Don’t use ampersands (&) or plus signs (+) in headings unless you're referring to UI
that contains them or space is limited.
Avoid hyphens in headings if you can. In resized windows or mobile devices, they can
result in awkward line breaks.
Use vs., not v. or versus, in headings.
Formatting headings
Use sentence-style capitalization for headings. That means that you capitalize the first
word, any proper nouns, and the first word after a colon (if there is one). Everything else
is lowercase. To learn more, see Capitalization.
Examples
Say hello to Surface Pro
Set up the deployment environment
Templates and themes for Office Online
My account
Find a store
Can a search engine predict the World Cup winner?
Block party: Communities use Minecraft to create public spaces
Don't end headings with a period. A question mark or (rarely) an exclamation point can
be used if it's needed for meaning.
Examples
Not seeing what you want?
What can we help you find?
Use italic if it would be required in body text.
Break two-line headings carefully. Unless you're writing content for a responsive design
(which breaks lines dynamically to fit the screen), break the heading in a way that makes
sense and balances the length of the two lines. (Shift + Enter inserts a manual line break
in many authoring tools.)
Keep adjectives and prepositions with the words they modify.
Keep hyphenated words and multiple-word proper nouns (such as New York) on
the same line.
Break after punctuation.
Break naturally, at the end of a complete phrase, if possible.
If you can't fit a headline on two lines, rewrite it.
Use vertical spacing to make headings stand out. Headings typically have extra space
above them and often less space below them. Close proximity between the heading and
the text that follows it communicates to the reader that they're related. Heading spacing
is built into heading styles in most templates. Use those styles to control spacing in a
consistent way.
Don't use extra line breaks to increase heading spacing, especially in web content. In
responsive web design, the layout and screen elements (including headings) adjust to
the screen size automatically, whether they're viewed on mobile devices, tablets,
laptops, or desktops. Extra line breaks might detract from the content appearance on
mobile devices.
Learn more Using type
Using run-in headings
If you regularly highlight specific types of content, such as benefits, feature highlights,
tips, notes, warnings, or cross-references, consider using a special kind of heading for
them. Although they don't add white space to a document, bold run-in headings, like
the ones you see in this article, draw the reader's eye to interesting information. Because
they're part of the paragraph, run-in headings have less impact than separate headings
but require much less space—so they're ideal for packaging blurbs, web content, screen
callouts, and the like.
When you use bold formatting for run-in headings:
Make sure the first few words of the paragraph are interesting and introduce the
paragraph contents.
Consider repeating common phrases, such as Tip, Note, and See also, as run-in
headings to call attention to helpful information, interesting but nonessential
information, or cross-references, respectively.
Use a character style, rather than manual formatting, to make your headings
consistent, easy to apply, and easy to maintain. You can apply character styles to
any selected words in a document without changing the paragraph style. In
Microsoft Word, character styles, such as Subtle Emphasis, are designated by an a
next to the style name. To create a new character style in a document, select the
characters, and then add the style.
Lists
Article • 06/14/2023
Lists are a great way to present complex text in a way that's easy to scan.
A list should have at least two items but no more than seven items. Each item should be
fairly short—the reader should be able to see at least two, and preferably three, list
items at a glance. It’s OK to have a couple of short paragraphs in a list item, but don’t
exceed that length too often.
Make all the items in a list consistent in structure. For example, each item should be a
noun or a phrase that starts with a verb.
Bulleted lists
Use a bulleted list for things that have something in common but don’t need to appear
in a particular order.
Examples
The database owner can:
Create and delete a database.
Add, delete, or modify a document.
Add, delete, or modify any information in the database.
Bring your customers into focus
Own your customer relationship.
Create raving fans.
Engage in new ways.
Numbered lists
Use a numbered list for sequential items (like a procedure) or prioritized items (like a
top 10 list).
Example
To sign on to a database:
1. On the File menu, select Open database.
2. In Username, enter your name.
3. In Password, enter your password, and then select OK.
Introductory text
Make sure the purpose of the list is clear. Introduce the list with a heading, a complete
sentence, or a fragment that ends with a colon.
If you introduce a list with a heading, don’t use explanatory text after the heading. Also,
don’t use a colon or period after the heading.
Global tip If your content will be localized, avoid lists where an introductory fragment is
completed by the list items below it. This can be difficult to translate.
Capitalization
Begin each item in a list with a capital letter unless there's a reason not to (for example,
it’s a command that's always lowercase). If necessary, rewrite the list item so that all
items begin with capital letters or all items begin with lowercase words.
Punctuation
Don’t use semicolons, commas, or conjunctions (like and or or) at the end of list items.
Don’t use a period at the end of list items unless they’re complete sentences, even if the
complete sentence is very short.
Examples
Devices affected by this recall
Original Surface Pro
Surface Pro 2
Surface Pro 3
Limitations on meeting organizers
Only invited presenters can be selected as breakout room managers.
The number of breakout room managers is limited to 10.
Breakout room managers can't be assigned to specific rooms, but they can move
freely between rooms.
If the list is introduced by a sentence fragment that ends with a colon, end all the items
in the list with a period if any item forms a complete sentence when combined with the
introduction.
Examples
Knowledge managers can:
Confirm or remove topics that were discovered in your tenant.
Create new topics manually as needed.
Edit existing topic pages.
Exception Don’t use periods if all items have three or fewer words or if the items are UI
labels, headings, subheadings, strings, or similar types of text.
The administrative templates for Microsoft Edge are:
msedge.admx
msedgeupdate.admx
The topic answer will display:
The topic name
Alternate names
The definition
In UI
Often lists are a series of radio buttons or checkboxes inside dialog boxes or settings
pages. Unless they’re complete sentences, don’t use punctuation for each item in a list.
If punctuation is necessary for clarity, make sure punctuation is used consistently in the
list and in other lists within the same section or screen.
Pull quotes
Article • 06/24/2022
Pull quotes are short sentences—usually a quote from someone important to the story,
but sometimes just a short, interesting sentence—set off from body text to grab the
reader’s attention.
Pull quotes should be short—from a few words to a few lines. If the quote is from a
person or publication, include the author’s name, title, and organization with the pull
quote.
Exception If the content is entirely about the person being quoted, you don’t need to
include the attribution.
Use pull quotes sparingly.
Sidebars
Article • 06/24/2022
Sidebars are useful in longer articles or documents to call out interesting sections and
break up long spans of text. The content you put in a sidebar should be fairly short,
interesting, and related but not crucial to the article.
Typically people read sidebars before or after the rest of the page, so don’t use sidebars
for information that should be read in sequence with the main text.
Tables
Article • 04/11/2023
Tables make complex information easier to understand by presenting it in a clear
structure. In a table, data is arranged into two or more rows (plus a header row) and two
or more columns. Don't use a table just to present a list of items that are similar. Use a
list instead.
Tables are sometimes useful for Example
Data or values Text formats and their associated HTML codes
Simple instructions User interface actions and their associated keyboard
shortcuts
Categories of things with examples SKUs and the products they include
Collections of things with two or more Event dates with times and locations
attributes
Content
Make sure the purpose of the table is clear. If necessary, include a table title or brief
introduction.
Place information that identifies the contents of a row in the leftmost column of the
table. For example, in a table that describes commands, put the command names in the
left column.
Make entries in a table parallel. For example, make all the items within a column a noun
or a phrase that starts with a verb.
Example
Function Description
AddUsersToEncryptedFile Adds user keys to the specified encrypted file
Cancello Cancels all pending input and output (I/O) operations that are issued
by the calling thread for the specified file
CancelloEx Marks any outstanding I/O operations for the specified file handle
GetTempFileName Creates a name for a temporary file
Don’t leave a cell blank or use an em dash to indicate there’s no entry for that cell.
Instead, use Not applicable or None.
Keep responsive design in mind. Limit the number of columns and keep the text in each
cell brief—ideally one line. To learn more, see Responsive content.
Balance row height by increasing the width of text-heavy columns and reducing the
width of columns with minimal text.
Header rows
If the first row of your table contains column headers, you have a header row.
Distinguish the text in the header row from the rest of the text in the table. For example,
make it larger, bolder, or a different color.
Column headers identify the data each column contains. Make headers precise for
usability. For example, don't use "Name". Instead, make column headers specific as in
"Group" or "Employee". (While screen readers use header information to identify rows
and columns, specificity helps all users find the information they're looking for.)
Don’t organize a table so that the column header forms a complete sentence when
combined with the cell contents. This can make the table difficult to localize.
In long tables, make sure the header row is always visible. For example, on the web, use
a fixed header row that stays in place during scrolling. Or, in a downloadable document,
occasionally repeat the header row. Some authoring tools provide a way to do this
automatically. In Microsoft Word, select the header row. On the Layout tab under Table
Tools, select Repeat Header Rows.
Capitalization
Use sentence-style capitalization for the table title and each column header. Use
sentence-style capitalization for the text in cells unless there’s a reason not to (for
example, keywords that must be lowercase).
Punctuation
If there’s text that introduces the table, it should be a complete sentence and end with a
period, not a colon.
Don’t use ellipses at the end of column headers.
For the text in cells, use periods or other end punctuation only if the cells contain
complete sentences or a mixture of fragments and sentences.
Search and writing
Article • 06/24/2022
Customers find content in a variety of ways. One of the most common is search. Search
engine optimization (SEO) tactics change rapidly, but good writing that addresses
customer needs always helps.
As you write, follow these guidelines to help customers find relevant content.
Keywords
Keywords are the terms customers use when they search for content. To help customers
find your content in search engines, front-load keywords in headings, subheadings, and
page descriptions.
The search terms that customers use aren't necessarily the same terms you would use
when searching. So before you write, identify the keywords that you think customers will
use to find your content. These resources can help:
Bing Keyword Research tool
Google Adwords Keyword Planner
Google Analytics
When you’ve identified the keywords that apply to your content, use them as early and
as often as possible (without being contrived or repetitious) in these places:
Titles
Headings and subheadings
Summaries
Overviews
Introductions
Page descriptions
Paragraph text
Link text
Image and table alt text
If your content is video, audio, or images, include keywords in a nearby text description
and in alt text.
Links and backlinks
Linking to supporting information is a good way to stick to the point and keep content
concise. In a large body of content, cross-references can improve navigation and make
content easier to scan.
Write short link text (four or fewer words) that's descriptive and includes keywords.
If it works, use the title or description of the target page as link text.
Link to background and related information rather than summarizing it.
Backlinks are links from other online content to your page. Although search engine
algorithms change frequently, backlinks are often part of the criteria that determine
search ranking. As you plan, think about promotion and what other sites can
appropriately link to your content. The more authoritative the site and the closer it maps
to your keywords, the more weight the backlink carries.
Never create backlinks just to improve your site's search ranking. Search practices that
don’t make sense for your content rarely work and often backfire.
Text formatting
Article • 06/24/2022
Type treatment is a key component in great design. The thoughtful use of fonts, text
formatting, capitalization, alignment, and spacing creates a first impression, reinforces
the Microsoft brand, and improves readability.
The consistent formatting of text elements, such as command names and URLs, reduces
ambiguity and helps customers find and interpret information easily. Text-formatting
guidelines are sometimes called document conventions.
This section covers:
Using type
Formatting common text elements
Formatting titles
See also
Formatting developer text elements
Reference documentation
Procedures and instructions
Using type
Article • 06/24/2022
Beautiful typography is a cornerstone of modern design. The guidelines in this section
will help you achieve it.
Use sentence-style capitalization
Use left alignment
Don't compress line spacing
Use sentence-style capitalization
Article • 06/24/2022
In sentence-style capitalization, you capitalize only the first word of a sentence or phrase
and proper nouns.
Example
This sentence and the subhead of this section both use sentence-style capitalization.
Although all-uppercase text is used occasionally on webpages, in advertising, and in
other marketing communications, don’t use it in text. A mix of uppercase and lowercase
characters gives words familiar shapes that help readers scan more efficiently. All-
uppercase text just looks like a rectangle, so it’s harder to read.
Example
THIS SENTENCE IS ALL UPPERCASE AND NOT VERY EASY TO READ, DON’T YOU AGREE?
Don’t use all-lowercase text. Capital letters help readers recognize that a new section or
thought is beginning. All-lowercase text takes away that helpful cue.
Example
this sentence is all lowercase. or is it a sentence? it's hard to tell with no capital letters.
Learn more To learn more about proper nouns, see Nouns and pronouns. To learn more
about capitalization, see Capitalization.
Use left alignment
Article • 06/24/2022
Left-aligned text has an even left margin and an erratic (ragged) right margin.
Don't center text.
Avoid these awkward situations in text:
Orphans, which occur when the first line of a paragraph appears by itself at the
bottom of a page or column
Widows, which occur when the last line of a paragraph contains only one word or
appears alone on the next page or column
Lines that end with hyphens
In Word and PowerPoint, you can manage these situations without using manual line
breaks.
To Do this
Keep a hyphenated Insert a nonbreaking hyphen by pressing Ctrl+Shift+_.
word from
breaking at the end
of a line
Keep the last word Insert a nonbreaking space by pressing Ctrl+Shift+Space.
of a paragraph
with the word that
precedes it
Control widows Select a paragraph formatted with Normal style. On the context menu,
and orphans in select Styles > Apply Styles. In the Apply Styles pane, select Modify. Select
Word Format > Paragraph. On the Line and page breaks tab, select
Widow/Orphan control.
Don't compress line spacing
Article • 06/24/2022
The amount of vertical space between lines of text in a paragraph, called line spacing,
can help or hinder reading. Adequate line spacing helps readers find their way from the
end of one line to the beginning of the next.
If you’re using a template, don’t change the line spacing. If you’re not, ask a designer for
advice if you can.
If you need to modify line spacing later, change it in the styles, not in individual
paragraphs, so spacing remains consistent throughout the content. Never reduce line
spacing to fit more text on a slide or page. Edit the text instead.
Font size Line spacing
Body text (up to 14 points) 120% minimum
Subheadings (14–36 points) 110% minimum
Headings (36 points or larger) 120% maximum
Formatting common text elements
Article • 06/24/2022
Consistent text formatting helps readers locate and interpret information. Follow these
formatting conventions for common text elements.
For information about referring to UI elements, see Formatting text in instructions.
See also
Capitalization
Formatting developer text elements
Procedures and instructions
Element Convention Example
Database Bold. The capitalization of Contoso database
names database names varies.
Emphasis It's OK to use italic formatting Cybercriminals might call you and claim to
sparingly for emphasis. be from Microsoft. Be aware that Microsoft
will never call you to charge for security or
software fixes.
Error Sentence-style capitalization. We can't find a scanner.
messages Enclose in quotation marks when Hmm … looks like that's a broken link.
referencing error messages in If you see the error message, "Check scanner
text. status and try again," use Windows Update
to check for the latest drivers for your
device.
File attributes All lowercase. hidden
system
read-only
To remove the hidden attribute from all files
in a folder ....
File name All lowercase. .mdb
extensions .doc
File names Title-style capitalization. It's OK to My Taxes for 2016
use internal caps in file names for MyTaxesFor2016
readability.
Element Convention Example
Folder and Sentence-style capitalization. It's Vacation and sick pay
directory OK to use internal capital letters MyFiles\Accounting\Payroll\VacPay
names in folder and directory names for
readability.
Macros Usually all uppercase. Use bold LOWORD
formatting if predefined. Might MASKROP
be monospace if user defined.
Treatment varies.
Markup Bold. Capitalization varies. <img>
language <input type=text>
elements <!DOCTYPE html>
(tags)
Mathematical Italic. a2 + b2 = c2
constants
and variables
New terms Italicize the first mention of a new Microsoft Exchange consists of both server
term if you're going to define it and client components.
immediately in text.
Ports All uppercase. LPT1
Products, Usually title-style capitalization. Microsoft Arc Touch Mouse
services, Check the Microsoft trademark Microsoft Word
apps, and list for capitalization of Surface Pro
trademarks trademarked names. Notepad
Network Connections
UI text or Sentence-style capitalization. Find on page
strings Read aloud
Hide selected items
URLs All lowercase for complete URLs. www.microsoft.com
If necessary, line-break long URLs msdn.microsoft.com/downloads
before a slash. Don't hyphenate.
See also URLs and web addresses
Formatting titles
Article • 06/24/2022
Follow these conventions for formatting titles.
See also Capitalization, Headings
Titles Convention Example
Games Title-style capitalization. Italic. Halo: Reach
Books Title-style capitalization. Italic in body text, Check out Unraveling HTML5,
citations, and other text references. CSS3, and JavaScript (in body
text)
Minecraft: The Complete
Handbook Collection (in a
heading)
Chapters Usually sentence-style capitalization. Enclose in See Chapter 9, "Extending
and quotation marks. forms."
sections See “Managing your contacts”
of books
White Title-style capitalization. Backup and Recovery
papers Overview for Azure Customers
Advanced Analytics with Power
BI
The Evolution of Malware
Prevention
Song titles Title-style capitalization. In citations, enclose song Run the World (Girls)
titles in quotation marks and italicize album titles. Everything Is Awesome
Shut Up and Dance
Blog titles Title-style capitalization. In references, don't Microsoft on the Issues
enclose the title in quotation marks. The Official Microsoft Blog
Welcome to This Week on
Windows, where we bring you
the latest in Windows news,
apps, and tips from experts
here at Microsoft.
Titles Convention Example
Titles of Sentence-style capitalization. It's OK to use title- Excel goes to camp
blog style capitalization to highlight a blog or article Securing your preproduction
posts, web title in a tweet. If a reference to a blog post, article, environment in the cloud
articles, or press release isn't linked, enclose the title in For information about the
and press quotation marks. latest scam tactics, see "Tech
releases support scams are a growing
problem" on the Microsoft on
the Issues blog.
URLs and web addresses
Article • 06/24/2022
Communications to customers often refer to websites and URLs. Follow these guidelines
to make your URL references clear and easy for customers to understand.
URL vs. address
In content for a general audience, use address rather than URL. In content for a technical
audience, don't spell out URL on first mention. If you have a reason to spell out URL, use
uniform resource locator.
Use a, not an, as an article preceding URL.
References to specific sites and domains
Don't include https:// in a URL. Include the protocol only if it's something other than
HTTP, such as File Transfer Protocol (FTP).
Examples
www.microsoft.com/business
ftp://example.com/downloads/myfile.txt
The trailing slash at the end of a URL is optional. In most cases, leave it off. Never use a
trailing slash in a URL that ends with a file name.
Most of the time, use lowercase for URLs, email addresses, and newsgroup addresses.
To refer to an entire website or top-level domain, such as Microsoft.com, omit
http://www from the URL and capitalize only the first letter of the URL, even if the site
name is capitalized differently.
Examples
www.microsoft.com
Microsoft.com
Codeplex.com is home to the open-source project site hosted by Microsoft.
Grammar and formatting
Use of (not for) to describe the relationship of the word URL to a resource. Use the
preposition at with the location of a specific address.
Examples
Search results include the URL of the page.
Learn more about Microsoft products and services at www.microsoft.com .
If the reader might think the period at the end of a sentence is part of the URL, rewrite
the sentence or set the URL off.
Examples
Go to windows.microsoft.com/upgrade to learn how to get your free Windows 10
upgrade.
To get your free Windows 10 upgrade, go to our website:
windows.microsoft.com/upgrade
Write brief but meaningful link text, using the title or a description of a page rather than
a generic phrase like click here. In alt text for a graphic that links to another location,
state clearly that the graphic is a link.
Examples
Go to the Windows 10 upgrade page to learn how to get your free upgrade.
(Alt text) Picture of a woman talking on a phone that opens an online chat session with
Microsoft support.
(Alt text) Windows 10 logo and link to the Windows 10 upgrade page.
Word choice
Article • 06/24/2022
To improve readability and comprehension, choose your words wisely and use them
consistently. If you mean the same thing, use the same word.
This section provides tips for choosing the right words for the job:
Use contractions
Use simple words, concise sentences
Don’t use common words in new ways
Use technical terms carefully
Avoid jargon
Use US spelling and avoid non-English words
For information about specific words and phrases, refer to the A–Z word list and The
American Heritage Dictionary .
Use contractions
Article • 06/24/2022
Write using the same, everyday words you use in conversation.
Use common contractions, such as it’s, you’re, that's, and don’t, to create a friendly,
informal tone.
Don't mix contractions and their spelled-out equivalents in UI text. For example,
don’t use can’t and cannot in the same UI.
Never form a contraction from a noun and a verb, such as Microsoft’s developing a
lot of new cloud services.
Avoid ambiguous or awkward contractions, such as there’d, it’ll, and they’d.
Use simple words, concise sentences
Article • 06/24/2022
Make every word count. Concise, clear sentences save space, are easy to understand,
and facilitate scanning. Use simple words with precise meanings, and remove words that
don’t add substance. Use your judgment to avoid sounding abrupt or unfriendly.
Choose simple verbs without modifiers. Whenever you can, avoid weak or vague
verbs, such as be, have, make, and do.
Examples
Use this Not this
use utilize, make use of
remove extract, take away, eliminate
tell inform, let know
Don’t use two or three words when one will do.
Examples
Use this Not this
to in order to, as a means to
also in addition
connect establish connectivity
Whenever possible, choose words that have one clear meaning.
Examples
Use this Not this
Because you created the table, you can Since you created the table, you can
change it. change it.
Omit unnecessary adverbs—words that describe how, when, or where. Unless
they're important to the meaning of a statement, leave them out.
Examples
quite
very
quickly
easily
effectively
Use one term consistently to represent one concept.
Use words that can be both nouns and verbs carefully—file, post, mark, screen,
record, and report, for example. Use the sentence structure and context to
eliminate ambiguity.
Don't use common words in new ways
Article • 06/24/2022
Most people know the common definition of words—usually the one that appears first
in the dictionary. Refer to The American Heritage Dictionary if you have any doubts.
Use words in the most familiar sense, or define them if you can’t.
Don’t create a new word from an existing word.
Example
Don’t use bucketize to mean group.
Don't apply a new meaning to an ordinary word.
Example
Don’t use graveyard to mean archive.
Be careful with common words that have industry-specific uses. Assume customers
know the common definition of the word, not the industry-specific definition. If
you must use the industry-specific definition, define the word in context.
Writing tip Sometimes industry-specific usage, such as hacker, becomes part of
everyday speech. Know your customer and the language they use. When in doubt,
use a simple word with a well-understood meaning.
Don’t use verbs as nouns or nouns as verbs.
Examples
Use this Not this
affect performance impact performance
download the paper get the download
respond to the request respond to the ask
Use technical terms carefully
Article • 10/13/2022
Technical terms come in a variety of shapes and sizes. Sometimes they're everyday
words that are given new meanings, like cloud, batch, or dashboard. Other times,
common words are combined to create technical terms, like telemedicine or email. Over
time, some technical terms become widely understood, but before that happens, they
can be confusing to people who aren't familiar with them. Use technical terms when
they're the clearest way to communicate your message, but use them with care.
Use common words whenever possible
Don't use a technical term when an everyday term will do. For example, don't use rip to
refer to copying files from a CD if you can use copy instead.
Don’t assume everyone will understand
technical terms
When you must use technical terms for precise communication, define them in context.
Use technical terms consistently
When you've decided to use a technical term, use that term consistently across products
and services, tools, websites, and marketing communications. Aim for one term, one
concept.
Use industry-specific terms for professional
audiences
Many industries and professions have their own terminology: banking, healthcare,
construction, IT, and project management, for example.
If you're writing for an industry or profession, use the words your audience uses. First,
verify Microsoft and industry usage. Check the A–Z word list and The American Heritage
Dictionary . Then look to authoritative industry resources:
Terminology websites, such as Webopedia.com , and Whatis.TechTarget.com .
Industry standard sites, such as W3C and IEEE .
Industry research organizations, such as Forrester Research and Gartner.
Domain books, such as the PMI Lexicon of Project Management Terms or the FDIC
List of Abbreviations and Glossary of Terms (Appendix B) .
Don’t create a new term if one already exists
Don't create a new term if an existing one serves your purpose. If you must create a new
term, verify that it isn’t already being used to mean something else.
Research emerging terminology
Technology changes at light speed, and customers expect us to use the latest technical
terms. But it's crucial to use them correctly and consistently across our products,
services, documents, packaging, and marketing. Before you adopt a new term in your
content, find out whether other groups are using it, and how.
First, check The American Heritage Dictionary .
Research the term on edited industry websites, such as Forrester Research ,
Gartner , CNET , Recode , Mashable , TechCrunch , WIRED , Gizmodo ,
HuffPost Tech , and Engadget . For emerging industry terminology, check
reputable business and trade websites, such as Fast Company , Entrepreneur ,
Business Insider , Healthcare IT News , American Banker , and GameSpot .
Avoid jargon
Article • 06/24/2022
In the right context, for a particular audience, jargon serves as shorthand for well-
understood concepts. But for less technical audiences, jargon can impede
understanding.
Don’t use jargon if:
You can use a more familiar term, such as symbol instead of glyph.
The term is familiar to only a small segment of your readers.
The term isn't specific to software, networking, cloud services, and so on.
Avoid business, marketing, and journalistic jargon, such as using leverage to mean take
advantage of.
Testing for jargon
Differentiating jargon from technical terminology is tricky. First, check the A–Z word list.
If you don’t find the term, the following checklist can help.
If you think a term is jargon, it probably is.
If it’s an acronym or abbreviation, it may be jargon. Spell it out for clarity.
If a reviewer questions your use of a term, it may be jargon.
If the term is used in The Wall Street Journal or The New York Times, or in general-
interest magazines, such as Time or Newsweek, it might be appropriate for some
audiences.
If the term is used in technical periodicals such as CNET or Recode, it's probably OK
to use for technical audiences.
Use US spelling and avoid non-English
words
Article • 06/24/2022
When the spelling of English words varies by locale, use the US spelling. For example,
use license, not licence.
Avoid non-English words or phrases, such as de facto or ad hoc.
Avoid Latin abbreviations for common English phrases.
Exception It’s OK to use etc., in situations where space is limited. Otherwise, see and so
on for alternatives.
Use this Instead of this
for example e.g.
that is i.e.
namely viz.
therefore ergo
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