iii
Contents
Preface vi
Acknowledgments ix
1 Grammar and Usage 1
Overview 4
Nouns 7
Verbs 17
Pronouns 30
Adjectives 39
Adverbs 44
Prepositions 47
Conjunctions 50
Interjections 54
Sentences 54
2 Punctuation 57
Comma 61
Semicolon 81
Colon 85
Dash 91
Period 94
Question Mark 99
Exclamation Mark 103
Quotation Marks 105
Apostrophe 110
Parentheses 115
Brackets 117
Asterisk 118
Diagonal 119
Underscore 119
Ampersand 120
3 Capitalization 121
4 Number Formats 149
General Format 151
Numbers Expressed in Figure Form 153
Time 160
Addresses and Telephone Numbers 163
Copyright 2013 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from
the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to
remove additional content at any time if subsequent rights restrictions require it.
Contents
iv
Formats 165
Special Forms 167
5 Hyphenating and Dividing Words 171
Hyphenating Words 173
End-of-Line Word and Word-Group Divisions 181
6 Abbreviations, Acronyms, and Symbols 187
Abbreviations and Acronyms 189
Contractions 211
Symbols 212
7 Words Often Confused and Misused 215
8 Elements of Writing Style 271
Developing an Effective Writing Style 273
Using Words Effectively 273
Creating Sentences 279
Organizing Sentences into Cohesive Paragraphs 291
Placing Paragraphs in Effective Order 294
9 Spelling, Proofreading, and Editing 299
Preparing for Proofreading and Editing 301
Spelling 304
Proofreading 308
Editing 314
10 Address Format and Forms of Address 319
General Address Format 321
Names and Titles 322
Places 325
Address Format for Foreign Correspondence 328
Online Address Formats 329
Forms of Address 331
11 E-Mail Messages, Business Letters, and Memorandums 341
E-Mail Messages 344
Business Letters 352
Business Letter Styles 353
Punctuation Styles 355
Letter Format and Placement of Major Parts 357
Addressing Envelopes 387
Folding and Inserting Correspondence 392
Memorandums 394
Copyright 2013 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from
the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to
remove additional content at any time if subsequent rights restrictions require it.
Contents
v
12 Reports and Other Business Documents 403
General Formats for Reports and Manuscripts 405
Parts of a Report or a Manuscript 412
Meeting Minutes 464
13 Employment Application Documents 479
The Chronological Résumé 482
The Functional Résumé 490
Conventional Résumé Formats 495
Automated Applicant Tracking Systems 495
Online Career Resources 501
The Application Letter 505
The Application Form 508
Reference Requests 509
Follow-up Letters 510
14 The Internet and Its Resources 513
The Internet and the World Wide Web 515
Web Resources 518
Web 2.0 523
15 Manual and Electronic File Management 533
The Paper Filing Process 535
Indexing and Alphabetizing 535
Organizing and Maintaining Computer Data Files 543
Glossary: Grammatical Terms Used in
A Handbook for Oce Professionals 553
Index 575
Copyright 2013 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from
the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to
remove additional content at any time if subsequent rights restrictions require it.
HOW 13: A Handbook for Office Professionals, 13th edition, has been designed to
provide assistance for preparing all types of written business communications.
Its content and style focus upon the needs of students—as well as office per-
sonnel, business writers, and other business professionals—to produce suitable
documents for success in a highly competitive, fast-paced global economy.
HOW 13 presents detailed and precise information for writing, formatting,
and transmitting business documents. It serves as a reference to answer specific
questions regarding writing style, language conventions, business formats, and
document transmission as they relate to the preparation of e-mail messages,
business letters, memorandums, reports, manuscripts, proposals, bulletins,
résumés, faxes, agendas, itineraries, press releases, and meeting minutes.
A Comprehensive Reference Manual for Business
HOW 13 is succinct, yet comprehensive. It covers thoroughly the principles
of business writing style, grammar, punctuation, capitalization, number usage,
word hyphenation and division, and abbreviation format in simple, easy-to-
understand language. Each rule is illustrated with examples or example sen-
tences related to business circumstances or conditions. In addition, more than
250 word confusions—such as affect/effect, ensure/insure, and principal/
principle—are differentiated by simple definitions and discriminating examples.
Content and formats for various business documents are covered thoroughly
in HOW 13. All the major parts of a business letter, forms of address for domestic
and foreign correspondence, and commonly used letter styles are discussed and
illustrated, along with the basic formats for writing memorandums. Business
writers will find helpful the up-to-date guidelines for citing sources, preparing
visuals, setting up listings, providing main and text headings, compiling prelimi-
nary pages and bibliographies, formatting a report, and developing an effective
business writing style.
Instructions and examples for preparing e-mail messages, itineraries, agendas,
press releases, and meeting minutes further enhance the usability of this book as a
business writer’s resource. To assist readers with the entire document processing
cycle, HOW 13 provides detailed procedures for preparing business documents
on computer-based equipment and accessing the Internet to collect information.
New to HOW 13
The following information is new to HOW 13:
•
New, updated information on the latest MLA report formats, citation style,
and Works Cited (see Chapter 12).
Preface
vi
Copyright 2013 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from
the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to
remove additional content at any time if subsequent rights restrictions require it.
vii
Preface
• New, updated information on the latest APA report formats, citation style,
and reference list (see Chapter 12).
• New and expanded information on using the Internet to access Web 2.0
resources—social media, blogs, cloud computing, wikis, and other commu-
nication resources (see Chapter 14).
Special Features
Several features, besides the Table of Contents and the extensive Index,
increase the functionality of HOW 13 as a reference resource:
1. Solution Finders—comprehensive topic indexes at the beginning of each
chapter enable readers to locate easily answers to their questions.
2. Two-color format—primary rules are printed in red and examples are printed
in black so that principles may be located, read, and understood quickly.
3. Example headings—boldfaced headings differentiate aspects of each rule
so that specific examples and applications may be located immediately.
4. Spiral binding—the lie-flat feature of spiral binding permits readers to com-
pare readily their written work (or questions) with the examples.
5. Glossary of grammatical terms—a listing with definitions and examples of
all the grammatical terms used in this reference manual may be accessed
for further clarification of any language principle.
Finding Solutions to Problems
Information you need may be located easily and quickly in HOW 13 by using
a four-step process:
1. Find the chapter you need by turning to the list of contents shown on the
back cover.
2. Turn to the Solution Finder at the beginning of that chapter by using the
page-edge chapter divider tab.
3. Locate the information you need in the Solution Finder. Each main topic is
listed alphabetically followed by subsections of that topic with their cor-
responding section numbers.
4.
Turn to the appropriate section within the chapter by referring to the page-
guide references (the section numbers shown at the top right corner of the
odd-numbered pages).
If information cannot be located through surveying the contents listed on the
back cover, use HOW’s comprehensive Index at the end of the reference manual
to find the appropriate section.
Supplementary Materials
HOW 13 may be used as a classroom text or supplement for instructing students
or by general office employees, administrative assistants, business writers, and
managers—anyone who deals with the preparation of written business documents.
The Workbook for HOW 13 (ISBN 9781133586630) provides reinforcement for
the major principles covered in the reference manual. This 390-page supplement
Copyright 2013 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from
the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to
remove additional content at any time if subsequent rights restrictions require it.
viii
Preface
contains exercises that are coordinated specifically with sections in HOW 13 and
are designed to provide learners with realistic applications, not just isolated
sentence exercises.
Workbook exercises enable learners to apply the rules governing grammar,
punctuation, capitalization, number usage, word confusions, abbreviations, writ-
ing style, spelling, proofreading, and editing. In addition, learners receive prac-
tice in locating reference sources on the Internet, composing e-mail messages,
using correct address formats, formatting business letters and memorandums,
and indexing names for filing.
The Instructor’s Manual and Key CD-ROM (ISBN 9781133588221) includes keys
to all the exercises in the Workbook for HOW 13. In addition, this teaching tool
supplies more than 120 instructional Microsoft Word projection documents
that contain the major punctuation, grammar, capitalization, and number-usage
principles in HOW 13 and correspond directly with the exercise applications
in the workbook. Other teaching materials in the instructor’s manual include
a familiarization exercise, a series of assessments for the business letter and
memorandum applications in the workbook, and PowerPoint presentations
for the punctuation principles and other communication concepts covered in
HOW 13. These resources are also available for instructors to download instantly
from the HOW 13 Web site at login.cengage.com.
User Profile
HOW 13 may be used by students in word processing, keyboarding, business
English, business communication, voice-recognition, transcription, legal office,
medical office, and office procedures courses—all courses that require the process-
ing of written words. It functions as a resource for class assignments, answering
questions on writing style, language applications, punctuation, document frame-
work, and document format. Use of HOW 13 enables students to produce more
nearly correct business documents. This reference manual continues to be a valu-
able resource as students enter the business environment and experience actual
assignments in business writing and document preparation.
Leaders who conduct business communication seminars will find HOW 13
an indispensable tool for assisting participants in improving their writing skills,
language competence, mechanics of expression, and knowledge of document
framework and formats.
HOW 13 serves as a reference for all persons in business who are respon-
sible for communicating through the written word. Similar to the indispensable
dictionary, this manual compresses other essential reference information into a
single source for producing effective business documents. Persons in all fields
of business, education, government, law, and medicine will benefit from using
HOW 13 as a reference in preparing written documents for their professional
position and their personal business circumstances.
Copyright 2013 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from
the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to
remove additional content at any time if subsequent rights restrictions require it.
ix
Special acknowledgment and thanks are extended to PamWeigand, Eastern
Washington University, who has been a continual supporter of the HOW series
and spent several hours with the authors providing feedback for the publica-
tion of HOW 13.
We also thank the following reviewers for their assistance in the preparation
of this reference book:
Steve Abram, Kirkwood Community College
Velda Arnaud, Lane Community College
Elsa Barr, Central Community College
Dr. Kimberlee Bartel, Central Washington University
Carole Bennett, Santa Rosa Junior College
Jane Braynard, Santa Rosa Junior College
Dr. G. Jay Christensen, California State University, Northridge
Dr. Lajuan Davis, The University of Southern Mississippi
Pamela Dupin-Bryant, Utah State University
Gwen Eltz, Spokane Falls Community College
Jane Flesher, Chippewa Valley Technical College
Leann Gatewood, Iowa Central Community College
Joyce E. Graham, Rogue Community College
Patti Koluda, Yakima Valley Community College
Julie Lewis, Baker College-Allen Park
Dr. Natalie A. Lupton, Central Washington University
Michael Martel, Ohio University
Jeanette Martin, University of Mississippi
Catherine Peck, Chippewa Valley Technical College
Kathleen Richards, Utah Valley State College
Cynthia Townsend, Baker College
Mary Tucker, Ohio University
Twila Wallace, Central Community College
Shani Watkins, Central Washington University
Linda Wenn, Central Community College
Karen Woolstenhulme, Utah State University
Diana Yohe, Bristol Community College
James and Lyn Clark
E-mail: LynClarkPC@Hotmail.com
Acknowledgments
Copyright 2013 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from
the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to
remove additional content at any time if subsequent rights restrictions require it.
Copyright 2013 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from
the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to
remove additional content at any time if subsequent rights restrictions require it.
1
Grammar and
Usage
Copyright 2013 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from
the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to
remove additional content at any time if subsequent rights restrictions require it.
1 ◾ Grammar and Usage
2
Grammar
and Usage
1
Grammar and Usage Solution Finder
Adjectives
A and an, use of 1-20
Absolute adjectives 1-21f
Comparison 1-21
Irregular 1-21b, d
More than two persons, places,
or things 1-21a
One-syllable adjectives 1-21b
Regular 1-21a, b, c
Three-syllable adjectives 1-21c
Two persons, places, or
things 1-21a
Two-syllable adjectives 1-21c
Within group 1-21e
Compound 1-24
Function 1-19
Independent 1-22
Linking verbs, used with 1-23
Other and else, used with 1-21e
Adverbs
Adverbs vs. adjectives 1-28
Comparison 1-26
Dangling phrases 1-27
Double negatives 1-29
Forms of 1-25a, b, c
Functions of 1-25
Placement 1-27
Conjunctions
As vs. like 1-37
Conjunctions used in pairs 1-35
As . . . as 1-35c
Either . . . or 1-35a
Neither . . . nor 1-35a
Not only . . . but also 1-35b
So . . . as 1-35c
Conjunction literacy 1-38
Coordinating 1-34
Parallel structure 1-34b,
1-35a, b
Subordinating 1-36
Interjections 1-39
Nouns
Common nouns 1-3b
Compound nouns 1-3c
Plurals, formation of 1-4
Abbreviations composed
of initials 1-4j
Alphabetic letters 1-4j
Compound nouns 1-4i
f, words ending in 1-4d
fe, words ending in 1-4d
Foreign-derived nouns 1-4f
Hyphenated nouns 1-4i
Irregular 1-4g
Names used with titles 1-4k
Nouns always plural 1-4h
Nouns always singular 1-4h
Numerals 1-4j
o, words ending in 1-4c
Proper nouns 1-4e
Regular 1-4a
Same form in singular
and plural 1-4h
Titles used with names 1-4k
Words used as words 1-4j
y, words ending in 1-4b
Possessives, formation of 1-5
Compound nouns 1-5d
Distance 1-5g
General rules 1-5a, b, i
Gerund, before a 1-5e
Identication of possessive
nouns 1-5
Inanimate objects 1-5h
Individual ownership 1-5c
Joint ownership 1-5c
Time 1-5f
Proper nouns 1-3b
Overview
Complete sentences 1-2b, 1-40
Commands 1-2b
Questions 1-2b
Requests 1-2b
Statements 1-2b
Copyright 2013 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from
the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to
remove additional content at any time if subsequent rights restrictions require it.
Không có nhận xét nào:
Đăng nhận xét