OST164 Text Editing Applications

1
OST164 Text Editing Applications

• Chapter 6 Other Punctuation
• Periods (Pages 122-123)
• Semicolons (Pages 131-133)
• Quotation Marks (Pages 133-134)

Punctuation errors are easily overlooked.
Sometimes these errors are the result of a
hectic, time-pressured day. At other times, these
errors occur because you fail to check a
reference source.
2
Rules for PERIODS

• Use a period to end a sentence or command.
• Cultural diversity is an important issue in
  business.
• Do not answer any questions they ask you without
  a lawyer.
• Use a period to end a polite request-a question
  where the person spoken to is likely to respond
  by doing what is requested instead of simply
  answering the question.
• Polite Request
• Will you please fax me your response by Friday.
• Would everyone in the room who hasn't received an
  ID card please move to the front of the line.
• How could I have known that those documents I had
  sent were top secret.
• Question
• Do you think you can fax me your response by
  Friday?
• Should I have know that those documents I had
  sent were top secret?

3
Rules for PERIODS

• Use a period after numbers or letters that
  enumerate items in outlines or displayed lists.
  Also, add a period at the end.
• We need to
• Revise our hiring procedures.
• Develop a training program.
• Implement an incentive plan.
• Last week, we
• Revised our operations manual.
• Decided on a new pay scale.
• Decided who to promote next month.
• The items in a list do not end with periods
  because they appear to be a list of inventory
  items.
• We need to take We need to take
• A sleeping bag 1. A sleeping bag
• A tent 2. A tent
• A box of matches 3. A box of matches

Note the usage of the COLON in each sentence as
well.
4
Rules for SEMICOLONS

• Semicolons are used to join items.
• The most common use of the semicolon is to join
  two closely related independent clauses that are
  not joined by a coordinating conjunction (and,
  but, or, not).
• Daryl took the photographs today the prints
  should be ready by tomorrow.
• Doug supported the legislation his colleagues
  voted against it.

5
Rules for SEMICOLONS

• The semicolon is used to join two related
  independent clauses when the second clause begins
  with a transitional expression such as therefore,
  however, for example, consequently, or moreover.
• Chelsea was late again this morning, however, she
  had a legitimate reason this time.
• Jason contributes regularly to his retirement
  account consequently, his monthly retirement
  check will be sufficient.
• Ms. Clarke refused to increase our advertising
  budget she suggested, moreover, that we decrease
  it by at least 500.

6
Rules for SEMICOLONS

• The semicolon replaces the comma in a series when
  one or more of the items in the series already
  includes a comma.
• WRONG
• Greta will be consulting in Chicago, Illinois,
  Columbia, South Carolina, St. Louis, Missouri,
  and Bristol, Tennessee.
• RIGHT
• Greta will be consulting in Chicago, Illinois
  Columbia, South Carolina St. Louis, Missouri
  and Bristol, Tennessee.
• Those who will attend the meeting are Jane Smith,
  an Avon representative Tina Ray, a Mary Kay
  representative and Anne Jones, an Arbonne
  representative.

7
Checkup 6-4

• 3
• Tara adjusted the temperature in the room Ruth
  still complained of being cold.
• 4
• Our holiday policy is very generous for example,
  we are allowed three personal days to use at our
  discretion.
• 8
• My plane was late however, I did not miss my
  connecting flight.
• 10
• Your deposit wasnt made until 445 p.m. today
  therefore, it will not be credited to your
  account until tomorrow.
• 13
• Jaya will demonstrate our products in Tampa,
  Florida Raleigh, North Carolina Denver,
  Colorado and Austin, Texas.

8
Rules for Quotation Marks

• Use quotation marks to enclose a persons exact
  words.
• Our sales figures are good, Brittany said. In
  fact, we are exceeding our expectations.
• You will be amazed at the wealth of data
  available at our Web site, said Bryant Mayo, our
  business information manager.

Note that the comma and the period belong inside
the closing quote.
9
Rules for quotation marks

• Use quotation marks to enclose the titles of
  parts of books, magazines, newspapers, or other
  published works. These include titles of
  chapters, articles, and essays.
• The fifth chapter, Supervising Difficult
  People, is the most useful one in the book
  Management Challenges.
• Her article Capitalizing on E-Commerce appeared
  in the Los Angeles Times.
• I didnt read her article How to Use a
  Computer therefore, I cant discuss it with you.

Note that the colon and the semicolon belong
outside the closing quote.
10
Rules for quotation marks

• Quotation marks are used with special words or
  phrases that follow the words marked, stamped,
  titled, and labeled.
• Please mark this package Fragile.
• The CD-ROM is labeled For individual use only.
• Have the manufacturing personnel stamp on the
  material Do not remove.

11
Question mark and quotation mark

• Put question marks either inside or outside
  closing quotation marks, depending on whether the
  marks apply to the quoted words only or to the
  entire sentence.
• Question Mark
• Have you read William Simpsons latest article,
  Thats the Way Technology Works?
• Outside because the entire sentence is a
  question.
• I heard Lisa say, What do you think you are
  doing?
• Inside because only the quoted sentence is a
  question.
• What do you think of the chapter Wireless
  Accessibility?
• Outside because the entire sentence is a
  question.
• Please be sure you read the article Is a
  Wireless Homes in Your Future?
• Inside because only the quoted sentence is a
  question.

12
Rules for the Underscore and Italic

• Underscores have traditionally been used to
  provide emphasis in typed material. However,
  italic type if more commonly used instead to
  emphasis words.
• Words that represent the actual words are usually
  underscored but may also appear in italics.
  Words should appear in italic.
• Through this report, the words affect and effect
  are used incorrectly.
• All employees should understand the term sexual
  harassment.

13
Rules for the Underscore and Italic

• Titles of books, magazines, newspapers, plays,
  and other COMPLETE WORKS may be underscored.
  These titles are more often typed in italics or
  in all-capital letters.
• Three of Alice Hyatts best-selling books are
  Healthy Living, Fit for Life, and Food for
  Fitness.
• Partial works quotation marks
• Complete works italicized
• The article How to Breathe was located in the
  magazine Asthma in Todays Society.

NOTE Do italicize any punctuation that
appears before or after the title.
14
Revision symbols

• To insert a question mark, simply write in the
  question mark.
• Is the project completed?
• Insert a quotation mark
• He said, Yes, I will.
• Transpose punctuation
• Ben asked, Who ordered the pizza?
• Italicize Her book it titled Enhanced Design.

ital
15
Checkup 6-5

• 1 Was the fax marked Notify Recipient on
  Arrival? (question mark goes outside the
  quotation mark)
• 2 The attorney asked, Do you agree with the
  proposed settlement?
• (question mark goes inside the
  quotation mark)
• 3 The menu erroneously listed desert instead of
  dessert.
• 4 Can you meet with us on September 10?
• 5 The accountant asked, Was the invoice mailed
  yesterday?
• (question mark goes inside the quotation mark)
• 6 The word mistake has a negative connotation.

16
Checkup 6-5 (contd)

• 7 Coretta excitedly announced, Im going on a
  cruise!
• (quotation mark goes inside the quotation mark)
• 8 The article Exercise for Executives
  appeared in Business Today, which is a local
  magazine.
• 9 We anticipated that additional research will
  confirm our claims, stated the manager.
• 10 We agree with your decision, Miguel said,
  but we prefer taking immediate action instead of
  waiting until Monday.