Chapter 19 Mechanics

Spell Check

The combination of extensive computer use and spell checkersA software program tool that identifies spelling errors. have changed the way we look at spelling. Today’s software programs often provide both manual and automatic spell checking. Manual spell checking lets you go through the entire document or selected text from it and checks for spellings not present in the dictionary of reference. Automatic spell checking underlinines spelling errors for you (usually in red). By right-clicking on the misspelled word, you’ll be given one or more correctly spelled alternatives. When you find the spelling you think is correct, clicking on that word will change the text automatically. Sometimes automatic spell checking underlines words that aren’t misspelled, but it rarely misses words that are. So if you check all the marked words, you can “spell check as you write.”

Just make sure you don’t rely on spell check to have a human eye. Consider the following sentence: “It was sunny win I drove of this mourning, so I lift my umbrela in the car port.” If you use a spell checker on this sentence, you will be alerted to fix the problem with “umbrela.” You won’t, however, be given any indication that “win,” “mourning,” “of,” “lift,” and “car port” are problems. Spell checkers have no way to tag misspelled words if the misspelling forms another word, incorrectly used homophones, or compound words that are presented as two words. So even though spell checkers are great tools, do not give them the sole responsibility of making sure your spelling is accurate.

Spell checkers can also suggest the wrong first choice to replace a misspelled word. Consider the following sentence: “My shert was wet cleer thrugh to my skin, and my shos sloshed with every step.” A spell checker might list “though” as a first-choice for “thrugh” and “through” as the second choice, thus forcing you to know that “though” is not right and to look on down the list and choose “through.”

As a rule, only very common proper nouns are part of the dictionaries on which a spell checker is based. Consequently, you are left to check your spelling of those words. Many software programs allow users to add words to the dictionary. This permission lets you incorporate proper nouns you use often into the dictionary so you will not have to address them during a spell check. You might, for example, add your name or your workplace to the dictionary. Besides adding proper nouns, you can also add your list of other words you’ve commonly misspelled in the past.

Common Spelling Rules

Although they all have exceptions, common spelling rules exist and have become known as common rules because they are true most of the time. It is in your best interest to know both the rules and the common exceptions to the rules.

Homophones

Homophones are words that sound alike but have different spellings and different meanings. The best way to handle these words is to view them as completely separate words by connecting the spellings and the meanings rather than relying totally on the sounds. You can make mnemonicsA memory assistance technique (e.g., a word or picture clue). (memory clues) to use with words that are a problem for you. Here’s a small sampling of the thousand or more homophones in the English language:

Commonly Misspelled Words

The following list includes some English words that are commonly used and often misspelled. You, personally, might or might not have problems with many of the words in the list. The important issue is for you to identify your problem words and negate the problems. You can handle your spelling problems by keeping a list of those words handy. Another way to deal with spellings that puzzle you is to use mnemonics such as those shown for the words in bold italics on this list:

Of course, these mnemonics are not universal. Some of the suggestions on this list might seem corny or even incomprehensible to you. The point is to find some that work for you.

Words from Other Languages

English is an ever-evolving language. Part of this ongoing evolution is the incorporation of words from other languages. These words often do not follow typical English spelling rules, and thus require extra attention. This chart shows a very small portion of such words that are used in English.

Many common words in British and American English are spelled differently. For example, American English words ending in -er are often spelled with -re in British English. American English tends to use -yze or -ize while British English prefers -yse or -ise. Words that include the letter o in American English are often spelled with an ou in British English. American English uses -ck or -tion as word endings, whereas British English often uses -que or -xion.

Some words from other languages have plural formations that appear unusual within the English language. A good approach is to simply memorize these plural formations. If you don’t want to memorize them, remember that they are unusual and that you will need to look them up.

Proper Nouns, Trade Names, I, and O

Some words are capitalized whenever they are used. Proper nouns, trade names, the pronoun “I,” and “O” when used as an interjection make up this category of words.

Proper nounsA word that names a specific, not a general, person, place, or thing (e.g., Clyde Smith, Eisenhower Middle School, Wednesday). include names of specific persons, places, or things. Words that are typically common nounsA word that names a general, not a specific, person, place, or thing (e.g., queen, house, plate). can become proper nouns when they are used as part of a name.

First Word in a Sentence

Capitalizing the first word in a sentence appears fairly straightforward at first glance. But there are actually some variations you should keep in mind.

Key Words in Titles and Subtitles

In titles and subtitles, capitalize key words, including first words, last words, nouns, verbs, pronouns, adverbs, and adjectives. Do not capitalize articles, conjunctions, or prepositions unless they are in the initial position (either at the beginning of the entire title or at the beginning of the phrase after a colon if there is one). Look at the Figure 19.1 and consider why each word is capitalized or not.

Figure 19.1

Abbreviations

Capitalize abbreviations of proper nouns, such as the following:

• Schools: UNL, ISU, U of I
• Government agencies: USDA, CIA, FBI
• Countries and states: USA, NY, TX
• Organizations: BSA, AFS
• Corporations: IBM, AT&T
• Television and radio stations: NBC, CBS, WLS

Bulleted Items

If the items in a bulleted list are sentences, capitalize the first word of each item, as follows:

If the items are not sentences and are not continuations of a sentence stem, capitalize the first word of each item, as follows:

If the items are continuations of a sentence stem, do not capitalize the first word unless it happens to be a proper noun.

Common Misuse of Capital Letters

Avoid the unnecessary use of capital letters. As a rule, you can avoid capitalization errors by adhering to the rules for capitalization. But the following “don’t capitalize” suggestions can help you to avoid making some common mistakes.

• Capitalize names of holidays and months but not seasons:

  winter, spring, summer, fall

• Do not capitalize words such as “mom” and “dad” when they are used to talk about someone as opposed to when used as a name:

  Capitalize: “What did you say, Mom?”

  Don’t capitalize: “My mom and dad came with me.”

• Do not capitalize words that are often used as part of a name when they are used in other ways:

  “My family tree includes a general, a US president, and a princess.”

• Only capitalize direction words that designate a specific location:

  Capitalize: “I live out West.”

  Don’t capitalize: “I live west of Nebraska.”

• You can choose to capitalize a word for emphasis, but avoid overusing this technique since it will lessen the effect.
• Entire words and sentences written in capital letters are hard to read. Also, in online situations, this type of typing is referred to as shouting. So except in very rare situations, avoid typing in all capitals.

Common Abbreviations for Titles with Names

Titles that are used with names are often abbreviated—in fact, they are almost always abbreviated. You should spell out religious, academic, and government titles in academic writing, but otherwise, use the standard abbreviations.

Commonly Used Stand-Alone Abbreviations and Acronyms

Many abbreviations and acronyms are widely used as stand-alone words. A small sampling of these abbreviations and acronyms is listed in the following tables.

Abbreviations with Numbers

Some abbreviations are used almost exclusively to describe or clarify numbers. These abbreviations should not be used as stand-alone abbreviations. In other words, you can use the dollar-sign abbreviation to write “$5.00” but not to write “I earned several $ last night.” Some of these abbreviations can be used within text, such as BC, p.m., and CST. Measurement abbreviations, however, should be used only in tables, graphs, and figures and should be spelled out within continuous text. Some of these abbreviations will be addressed as symbols later in this section.

Abbreviations in Academic Writing

Academic citations include their own set of common abbreviations. They vary somewhat depending on the citation style you’re using, so always follow your specific style guidelines. Some typical academic citation abbreviations are provided here. (For much more on documentation, see Chapter 22 "Appendix B: A Guide to Research and Documentation".)

Topic- or Profession-Specific and Incident-Specific Abbreviations

If you are writing for an audience that is familiar with a specific vocabulary that incorporates abbreviations—for example, readers with a strong military base—you can use those abbreviations freely. But be aware when you are writing for readers who do not share that common knowledge base that you will have to spell out abbreviations.

Incident-specific abbreviations are created for use in one specific situation and thus require obvious references so the audience can understand their meaning. For example, say you are writing a story about a teacher named Mr. Nieweldowskilty. If you refer to him by his full name once and then note that students call him Mr. Niews for short and then refer to him as Mr. Niews the rest of the time, your audience can easily understand that Mr. Niews is short for Mr. Nieweldowskilty. But if you write a second story about him, you cannot assume that readers will know the abbreviated name, Mr. Niews.

Recognizing and Using Symbols

Symbols are actually a form of abbreviating and are used widely in mathematics, on maps, and in some other situations. Here’s a small sample:

General Guidelines for Using Numbers in Text

APA styleA widely accepted style of preparing manuscripts and documentation developed by the American Psychological Association. calls for writing out numbers from one to nine in words and using numeralsA number written in digits (e.g., 245, 49). for all other numbers. The Chicago Manual of Style calls for spelling out zero through one hundred as well as certain round multiples such as five thousand or six hundred. MLA styleA widely accepted style of preparing manuscripts and documentation developed by the Modern Language Association., however, requires that all numbers that are composed of one or two words be written out in words (e.g., one hundred, thirty-six, five million), and all numbers with more than two words be written in numerals (137; 6,482; 3,500,000). There are two general exceptions in MLA:

1. If a number falls at the beginning of a sentence, it should be written out in words.
2. If both large and small numbers are used within a single sentence or passage, all should be written as numerals in order to be consistent.

Exceptions to the General Guidelines for Using Numbers in Text

Exceptions to the general guidelines are logical, and they help avoid awkward situations. These exceptions are in place in all citation formats and style sheets.

Punctuating Numerals

When writing numerals, use a decimal point to separate dollars and cents and use a comma to divide numbers of one thousand or more into units of three digits. Do not use these punctuation marks when writing numbers in words.

Italicize Titles of Published Texts, Lengthy Works, and Legal Cases

As a rule, you should italicize the titles of published works, but you should not italicize parts of published works, such as a poem within a book, or unpublished works. Some exceptions that should be italicized include lengthy works, such as a very long poem within a book, and legal cases. Some exceptions that should not be italicized include titles of published short stories and titles of television shows. Works that are not italicized are typically placed in quotation marks. Some other exceptions that should not be italicized include long religious works, such as the Bible and the Koran, and easily recognizable texts, such as the US Constitution.

Italicize Titles of Books, Magazines, and Newpapers

• The Runaway Jury
• People
• The New York Times

Italicize Titles of Long Poems, Plays, and Television Series (but Not Individual Television Shows)

• The Odyssey
• Billy Elliot the Musical
• The Mentalist

Italicize Names of Spacecraft, Aircraft, and Ships

• Apollo 13
• Boeing 777
• the Niña, Pinta, and Santa María

Italicize Foreign Words Used in English Sentences

• We would like to develop a very positive esprit de corps within the company.
• His actions over the past month have made him persona non grata within my group of friends.

Italicize Words, Letters, and Numbers That Are Called Out or Emphasized

• She is, by the very definition, irascible.
• Make a list of words that begin with hu.
• The numbers 36, 84, and 300 are all divisible by 6.

Italicize Scientific Names

• Homo sapiens are members of the Animalia kingdom.

Do Not Overitalicize

You might be tempted to use italics to emphasize a key phrase, word, or idea even though it doesn’t fall into any these categories. Fight off the temptation since an overuse of italics is distracting for readers.